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Purpose of the Role
- The General Administrator provides efficient, accurate and professional administrative support across the business.
- The role keeps office operations, documentation, record-keeping and day-to-day communication running reliably, and supports management and colleagues with admin, filing, scheduling, procurement and coordination tasks.
Key Responsibilities
General Office Administration
- Manage the day-to-day running of the office, including reception duties, incoming calls, emails and visitors.
- Maintain accurate, organised filing systems, both electronic and physical.
- Order and monitor office supplies, stationery, refreshments and cleaning materials.
- Coordinate courier collections and deliveries, and keep dispatch and receiving records.
- Keep office equipment (printers, copiers, phones) in working order and log service requests.
Document Preparation and Records
- Prepare, format, proofread and distribute letters, memos, quotations, checklists, forms and reports in company's standard branded format.
- Maintain version-controlled templates and ensure the latest approved version is always in use.
- Keep company records, registers and logs up to date (e.g. vehicle checklists, PPE inspection records, appointment letters and signed policies).
- Handle confidential information with discretion and in line with POPIA.
Diary, Meetings and Coordination
- Manage diaries, bookings, appointments and travel arrangements where required.
- Schedule meetings, prepare agendas, take minutes and follow up on action items.
- Coordinate between departments (sales, service, workshop and management) to keep tasks and deadlines on track.
- Support project coordination by maintaining trackers, schedules and status updates.
HR and Compliance Administration
- Maintain employee files, leave records, attendance and onboarding documentation.
- Assist with preparing contracts, appointment letters, warnings and other HR/IR documentation, under the guidance of management.
- Support OHS administration, such as safety records, inspection checklists, first aider and safety representative registers, and incident report filing.
- Help keep policies, codes of conduct and company notices current and accessible to staff.
Suppliers, Procurement and Finance Support
- Request quotations, capture purchase orders and follow up on deliveries.
- Maintain supplier and service-provider contact lists and records.
- Assist the finance function with invoice filing, expense claims, petty cash records and basic data capture.
- Verify documents for accuracy before submission or payment processing.
Customer and Stakeholder Communication
- Be a professional first point of contact for customers, suppliers and visitors.
- Direct enquiries to the right person and ensure queries are followed up within agreed timeframes.
- Support customer documentation such as quotations, intake forms and service records
Process Improvement and Ad Hoc Support
- Identify and suggest improvements to administrative processes, templates and workflows.
- Assist with special projects, audits and any other reasonable administrative tasks assigned by management.
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