Office Administrator / Operations Coordinator

SUMMARY:
Location: Olifantsfontein, Gauteng
Full-Time in the Office, Permanent position
Salary: Market-related and based on experience
Working hours:  Monday – Thursday, 07:30 – 16:00 and Friday:  07:00 – 14:00
To Start:  ASAP
 
A well-established chemical manufacturing company in Olifantsfontein is seeking a proactive, enthusiastic, and detail-oriented individual to join their dynamic team. The ideal candidate will thrive in a fast-paced, hands-on production environment, takes initiative, and will work methodically with strong attention to detail. This position requires someone who can step confidently into the role and make an immediate impact.

POSITION INFO:
Minimum Requirements:

• Matric (Grade 12)
• 3+ years working experience on Pastel non-negotiable as 95% of the work will be on Pastel
• Must have previous working experience within the manufacturing industry, handling inventory
• Strong numerical, analytical, and organisational skills
• Excellent attention to detail and ability to multitask
• Strong communication skills (verbal and written)

1. Sales Order Processing & Distribution
• Convert quotes to sales orders and invoices.
• Manage backorders and partial deliveries.
• Link sales demand to production planning with the production team.
• Prepare delivery notes and logistics documentation with the stores department.
2. Inventory & Stock Control
• Track raw materials, work-in-progress, and finished goods in real time.
• Maintain minimum/maximum stock level alerts.
• Manage batch/lot and expiry tracking.
• Ensure automated stock valuation (average cost, etc.).
3. Production Planning & Scheduling
• Generate production orders with the production and stores teams.
• Allocate materials and labour to jobs.
• Track progress of manufacturing batches/runs.
• Identify and communicate bottlenecks or capacity constraints.
4. Procurement & Supplier Management
• Create purchase orders and manage approval flows.
• Maintain supplier price lists and lead times.
• Oversee goods receiving and quality checks with production and stores.
5. Financial & Compliance Management
• Post automated general ledger entries from operations.
• Manage debtors and creditors.
• Handle Tax/VAT compliance and reporting.
• Assist with month-end and year-end processes
6. Reporting & Business Intelligence
• Maintain real-time dashboards and inventory movement reports.
• Support sales, cost, and profitability analytics.
• Ensure proper audit trails and compliance documentation.
7. Costing & Job Cost Analysis
• Compare actual vs. standard production costs.
• Track labour, overheads, and material consumption.
• Report on margin and profitability per product or job.
8. Bill of Materials (BOM) Management (Future Implementation)
• Create and maintain BOMs for each product.
• Link raw materials and labour to final product costing.
• Manage version control for product changes.

• Bank reconciliations
• Processing GRNs
• Manage switchboard and assist with general office admin
• Liaise for payroll requirements
• Petty cash control
• Oversee deliveries and logistics
• Run monthly data backups
• Provide day-to-day administrative and operational support