Administration Co-Ordinator – Explosion Protection / Flameproofing Solutions - Meadowdale

SUMMARY:
Administration Co-Ordinator – Explosion Protection / Flameproofing Solutions - Meadowdale

POSITION INFO:

Industry: Explosion Protection Solutions / Hazardous Area Equipment Conversions

Position Overview

An established company specialising in the distribution and conversion of explosion protection solutions for equipment and forklift trucks operating in hazardous locations is seeking an experienced and organised Administration Co-Ordinator.
The successful candidate will play a key role in ensuring the smooth and efficient administration of the workshop and office environment while maintaining professional communication with customers, suppliers, and internal staff. The role supports operations across South Africa and other African countries.

Minimum requirements:

• Strong computer literacy, particularly in Microsoft Excel and Word
• Minimum of 3 years’ relevant administrative experience
• Well-organised, practical, and detail-oriented
• Strong communication and interpersonal skills
• Valid driver’s licence and own reliable transport
• Ability to work in a busy workshop and operational environment
• Pastel experience (intermediate level preferred)
• Afrikaans verbal and written communication skills
• Experience within a workshop, technical, engineering, logistics, or industrial environment
• Workshop and office-based role | Casual but professional dress code
• Occasional movement between office and workshop areas required
• Answer incoming telephone calls and manage gate arrivals
• Maintain calendars, schedules, and appointments
• Organise and maintain filing systems (digital and paper)
• Maintain safety files and administrative records
• Handle correspondence and company communication
• Follow up with clients and suppliers
• Co-ordinate communication between departments and team members
• Manage reception duties and greet visitors professionally
• Monitor and manage shared company inboxes
• Send reminders, updates, and internal announcements
• Prepare invoices and customer statements
• Capture expenses and receipts accurately
• Track payments and outstanding invoices
• Update supplier invoices and statements on scanning systems
• Forward financial documentation to the company bookkeeper
• Assist with COD payment processes by liaising with the Director
• Perform data capturing and database updates
• Maintain and update spreadsheets and operational records
• Update customers regarding delivery schedules and timelines
• Follow up on outstanding stock purchases in support of the Parts Manager
• Maintain test gas bottle refill records and cylinder stock sheets
• Arrange load tests, driver training, and audits
• Follow up on certificates, distribute to customers, and maintain records
• Keep conversion costing information updated
• Obtain quotations as requested by the workshop
• Arrange deliveries and collections through courier companies including DHL, FedEx, and Hellmann
• Compile and organise credit card slips
• Monitor and maintain kitchen, stationery, and printer cartridge stock levels
• Ensure workshop overalls are cleaned and returned
• Arrange transportation and logistics for forklift collections and deliveries

Advantageous

Working Environment

Key Responsibilities:

General Office Administration

Financial Administration Support:

Operations & Workshop Support:

Reporting Structure:

The Administration Co-ordinator will report primarily to the Technical Manager and will work closely with other key staff members across the business.

Salary offer: R15K Negotiable