Junior Administrator

SUMMARY:
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POSITION INFO:

Junior Administrator

This position supports the efficient day-to-day functioning of a tyre retail outlet, warehouse, or associated fleet and logistics environment. Responsibilities range from processing sales payments and maintaining inventory records to delivering professional customer service and ensuring accurate document management.

Key Responsibilities

Customer Service

• Answer incoming calls, welcome visitors, and respond to customer enquiries in a professional and timely manner.

Sales Team Support

• Identify customer requirements and accurately refer customers to the Sales Team for further assistance.

Courier Coordination

• Communicate with courier companies via email and telephone regarding stock collections.
• Monitor time-sensitive collections and keep management and the sales team informed of progress.

Financial Administration

• Process customer payments and issue receipts.
• Prepare EFT documentation, handle credit notes, assist with cash handling, and support daily cash reconciliations.

Documentation and Filing

• Maintain organized paper-based and electronic filing systems.
• Ensure invoices, job cards, and internal documentation are accurately filed and readily accessible.
• Filing must be completed daily and is non-negotiable.

Data Capture and Reporting

• Perform accurate data entry using industry-specific software (e.g. SAGE) and general applications such as Microsoft Excel.
• Maintain databases and assist with compiling basic reports.

General Office Administration

• Order office supplies and ensure the office environment remains neat and organized.
• Manage diaries, schedules, and courier collections.
• Provide ad hoc administrative support to senior staff as required.

Stock Control

• Conduct daily checks of cold drink stock and place orders timeously.

Ordering

• Prepare and process orders for daily and monthly requirements, including:
  • Coffee station supplies
  • Stationery
  • Cleaning materials
  • Medical supplies
  • Clothing
  • Cold drinks

Management Support

• Perform any additional administrative duties as requested by management.

Required Knowledge, Skills, and Behaviours

Experience

• 6 to 12 months’ experience in an administrative or retail environment is advantageous.

IT Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to quickly learn job-specific software.

Attention to Detail

• Strong accuracy and attention to detail, particularly when handling financial records and stock-related data.

Communication Skills

• Excellent verbal and written communication skills, including professional telephone etiquette.

Personal Attributes

• High level of integrity, a positive and proactive attitude, strong organizational skills, and the ability to work independently while meeting deadlines.
• Customer-focused mindset