Overview
Office Administrator (5 Month Contract) Jobs in Cape Town at The Focus Group
The Focus Group Cape Town, South Africa 26 May 2025 Mid 15000 – 17000 Contract Cost to Company 5 years – 7 years Skills Sales Administration SAP Sales Support Industries Administrative Job Description
JOB TITLE: Office Administrator (Cape Town Branch) General Summary: The position calls for a vibrant, passionate, and dedicated office administrator with sufficient knowledge to administer service, sales and spares while assisting the National team in selling and servicing all rental installations distributed by COMPANY.
Product range and brands: Machinery include (but is not limited to) industrial washing machines, tumble dryers.
CORE FUNCTIONS: The Core Functions below will require a good knowledge and level of experience for the individual to operate independently and as part of a team:
General Administration Clerical Assistance duties supporting service, sales and spares.
Sales Administration Function
Service Administration Function
Spares Administration Function (Assist spares controllers when and if required)
Office Administrator duties.
Stock Control Administrator duties supporting service, sales, and spares.
Technical interest where required.
Debtors Clerk Administrator duties to support the service, sales, and spares.
Provide high level of Customer Service.
Compliment of Team: 3 Members and Branch manager. The candidate will be filling in for the Administrator, to assist the 2 Support Team members while she is on Maternity leave, until the end of December 2025.
REPORT TO: Directors and Branch Manager. General Administration Clerical Assistance supporting service, sales, and spares:
In Summary the general duties will include:
Project co-ordination in service, sales, and spares.
Managing office sales communications, e-mails, letters, and documents.
Preserving office sales records.
Updating database of Business Partners.
Gathering information.
Sales Team and Service Team management of call reports.
Updating and managing office procedures in sales, service, and spares.
Managing electronic and printed service and sales files.
Handling clients and internal employees.
Assist with financial yearend audits by submitting samples requested by head office
Clerical Assistance assisting support team (2 Support Team members):
Providing support to our branch manager and employees, assisting in daily office service and sales needs, and managing the company’s general administrative service and sales activities in the branch.
General daily office administration duties include:
Reception duties and relaying messages effectively.
General filing in a well organised and transparent manner.
Answering phone calls and e-mails with high standard of communication and professionalism.
Photocopying and Scanning.
Assisting in scheduling meetings and accommodation where required.
Compiling of service, sales and spares quotes, sales orders and invoicing service and sales.
Effectively control logistics.
Creditors management in capture of invoices and reconciling monthly statements.
Manage Office supplies.
Assist with monthly stock counts for hardware nationally.
General Requirements include:
Experience (min 5 years in similar role) in working in an office environment and needs to have strong computer skills as well as strong communication skills (both written and oral).
Other attributes include good interpersonal skills, a well-presented appearance, and an organised disposition.
Display a high level of appropriate conduct in the office environment.
As the job holder will be required to deal with customers, they will be expected to represent the organisation positively.
It is necessary to be able to operate office equipment such as computers, photocopiers, and fax machines.
Administration Function: Administrator duties include:
Sales Administration: (Main function)
Carry out Sales/Support administration tasks as required.
Process quotes, orders and invoices via email or phone. (System: SAP)
Balance intercompany invoicing monthly between associated company.
Create new and update Business Partners accurately.
Check data accuracy of Business Partners, quotes, orders, and invoices.
Contact clients to obtain missing information or answer queries.
Liaise with the Logistics/Technical department to ensure timely installations.
Manage contract/agreements, their progress/filing & expiry dates.
Manage contracts billing requests on installation and operation.
Manage asset tracking on SAP with regard location after installation or removal.
Ensure accuracy of serial number and models required to be serviced.
Stock Administration: (Assisting role)
Assist to manage stock limits nationally of rental hardware.
Assist to manage internal stock transfers between branches.
Assist with monthly branch stock counts nationally on SAP.
Assist with stock returns – credit requests and stock status (faulty).
Develop stock query skills to track stock inventory where required.
Communicate important feedback from customers internally.
Service Administration: (Assisting role)
Assist in Booking of Customer service calls on Service Module (System: Praxedo).
Assist in managing the various stages of the service call status on the Service Module.
Assist in scheduling of Service Calls with the Technical Team
Technical interest where required includes:
To gain knowledge of basic installation technical requirements of equipment.
To retrieve the site readiness confirmation from customers before installation.
Manage the paperwork and computer records in an efficient manner in order to keeptransparent records of technical requirements for each rental sale and customer.
Debtors Clerk Administrator duties to support sales includes:
Ensuring Payment terms are adhered to by customers before release.
Allocation of payments communicated to Head Office for reconciliation purposes.
Communicate the payment terms to customer and facilitate credit applications and Popi Act documentation to be authorised by Head Office.
Assist head office to verify discrepancies and resolve clients’ billing issues if necessary.
Facilitate payment of invoices due, by sending reminders and contacting clients before delivery or after depending on the arrangement – specific to payment arrangement and bank finance arrangements.
Provide Customer Service:
Prioritise answering phone calls and talking to customers regarding the company’s products or services.
Be willing to learn and become efficient by using customer service knowledge to handle difficult customers and make sure that each customer has a good experience.
HOURS OF WORK
Working hours 8h00 to 16h30 Monday to Fridays.
Lunch break: half an hour; two tea/smoke breaks (15min each) at 10h00 and 14h00.
Overtime might be required for stock count at financial year ends in June and when deadlinesmust be met (tenders etc).
The Company reserves the right to amend working days and hours.
COMPANY BENEFITS
Salary: To be based on experience and requirements.
Contract Duration: 01 June 2025 to 31 December 2025.
Annual Leave/Holidays: You are entitled to 15 days leave per year.
OTHER REQUIREMENTS PREFERRED
High level of computer literacy on Microsoft Office
Preferable experience on Excel particularly.
Preferably experience on SAP or similar financial package.
Valid drivers’ licence
Good medical record
Long term commitment
Be able to work in a busy environment under pressure with deadlines to meet
Title: Office Administrator (5 Month Contract)
Company: The Focus Group
Location: Cape Town
