Office Administrator

As an Office Assistant you will support the day to day administrative, technical and coordination functions of our bulk materials handling business. This role involves working closely with Director's and Managers to ensure smooth office operations, accurate documentation, and effective communication between internal teams, suppliers, and clients

• Perform general office duties including filing, scanning, copying, and document control.
• Manage incoming and outgoing correspondence (emails, phone calls, courier, etc.).
• Maintain and update company records, databases, and document management systems.
• Prepare and format reports, letters, minutes of meetings, and presentations.
• Assist with travel arrangements, accommodation bookings, and meeting scheduling.
• Assist with preparation of technical documentation (datasheets, equipment lists, BOQs, drawings registers, etc.).
• Review basic technical documents for completeness and accuracy (e.g., equipment schedules, layout drawings, specifications).
• Help track project progress using spreadsheets or project management tools (e.g., tracking RFQs, POs, deliveries, fabrication and installation status).
• Coordinate with suppliers for quotations, technical clarifications, and delivery documentation.
• Assist in compiling operation & maintenance manuals and project handover documentation.
• Prepare and process purchase requisitions and purchase orders in line with company procedures.
• Liaise with suppliers regarding pricing, lead times, and documentation
• Maintain and update registers for tools, equipment, and consumables.
• Assist with basic stock control, GRNs, and reconciling delivery notes with purchase orders.
• Assist with document control related to ISO/quality management systems (if applicable).
• Maintain records for safety inductions, training, and permits as required.
• Ensure that all documentation meets company standards and is properly archived.
• Finance & HR Support (Basic)
• Support basic invoicing, job costing and expense claim processing by providing accurate supporting documents.
• Help with onboarding documentation for new employees and contractors (forms, copies, inductions).

• Matric / Grade 12 (or equivalent) - essential.
• Trade-related qualification in Mechanical Engineering or related field, or Other relevant technical/engineering certificates with strong mechanical exposure will be advantageous
• Bulk Handling Equipment and/or Systems are an added advantage.
• At least 2 years' experience in similar position

• A solid technical and administrative background.
• Organizational and time management skills.
• Analytical, problem-solving and resilient
• Independent and self-reliance with good interpersonal skills.
• Assertive and can make decisions.
• Dedicated, focused and able to multi-task.
• Good communicator, both verbally and in writing and with confidence at any level.
• The ability to understand and work through project tenders.
• Ability to work in a fast-paced projects driven environment
• Sound knowledge and understanding of a manufacturing business.
• Sound knowledge of Microsoft office applications.
• Strong attention to detail
• Professional and polite with service orientated attitude

• Report to Directors and Managers.
• External relations: Customers, Project teams and suppliers.
• Internal Relations: Drawing, Purchasing, Projects, Sales and Workshop departments.
• Office hours: Mon to Thu 07:30 to 16:30 and Fri from 07:30 to 14:30