Billing and Office Administrator

SUMMARY:
Our client in the agricultural sector is seeking a proactive and detail-oriented Billing and Office Administrator to join their team on a 3-month assignment with the potential to be extended. This role is ideal for an organised administrator with strong billing administration, purchase order generation, and office co-ordination experience, coupled with sound SAP ERP systems knowledge.

The successful candidate will provide high-level administrative support to management and the broader business, ensuring smooth office operations, accurate billing processes, and efficient co-ordination of travel, vendor onboarding, reporting, and ad hoc administrative activities.

POSITION INFO:
Requirements

• Grade 12
• Certificate or Diploma in Business Administration/Financial Diploma or Certificate
• Minimum of 3 years’ financial and billing administration experience
• Minimum of 2–3 years’ experience in an IT and/or office administration environment
• Strong experience in billing administration and purchase order generation
• Working knowledge of SAP required
• Excellent working knowledge of Microsoft Office 365

Financial and Billing Administration

• Review invoices for accuracy and completeness
• Generate all purchase orders within 24 hours of receipt
• Capture all invoices within 24 hours of receipt
• Follow up on all unapproved transactions within 5 working days
• Verify invoices against statements and reconcile unreconciled balances
• Tie billing back to contracted services and monthly billing schedules
• Ensure that additional services rendered outside of contracts are billed correctly and in the correct month
• Ensure all billing requirements and supporting documentation are submitted in line with billing schedules
• Act as the central point of contact for billing queries and manage these through to resolution
• Plan and prioritise all financial activities for the IT management team
• Report any billing variances to management by the second working day of the following month

Office Administration

• Provide high-level administrative support to the IT management team
• Plan and direct administrative and operational activities to ensure smooth office functioning
• Organise and prioritise critical administrative matters to support efficient decision-making
• Oversee office administration resources, including stationery and corporate clothing
• Resolve vendor and internal customer queries efficiently and professionally
• Build and maintain positive relationships with vendors and internal stakeholders
• Co-ordinate employee engagement events and corporate social responsibility initiatives
• Act as the Safety Representative for the IT team
• Support ad hoc initiatives within the scope of the role
• Onboard new vendors, including master data creation
• Manage fleet cards and corporate credit cards

Travel and Accommodation Co-ordination

• Arrange travel and accommodation bookings for the business unit
• Manage travel insurance declarations where required
• Handle FOREX orders and related travel administration
• Ensure all bookings are accurate, timeous, and cost-effective