Administrator
Location: Pretoria, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
About Us
ALS is a global leader in testing, inspection, and certification services, renowned for delivering trusted expertise, innovative solutions, and operational excellence. With a strong foundation built on safety, quality, and integrity, we provide comprehensive services across industries, empowering clients to make informed decisions.
We are seeking a highly organised, detail-oriented Administrator to support our operations team. This position requires an experienced individual with strong administrative, secretarial, and office management skills, capable of managing multiple responsibilities while ensuring efficiency and compliance with company standards.
Purpose of the Role
The Administrator will play a central role in ensuring that the administrative functions of the office run smoothly and efficiently. This includes handling secretarial support, managing office consumables and procurement, processing invoices, reconciling petty cash, and ensuring compliance with occupational health and safety (OHS) requirements.
This role is ideal for a proactive and professional individual with excellent interpersonal skills and the ability to work under pressure in a fast-paced environment.
Key Responsibilities
Office Administration
- Perform general office administrative duties, including responding to phone calls, emails, and faxes from internal and external stakeholders.
- Manage travel and accommodation bookings for senior staff as required.
- Prepare and submit timesheets and monthly FTE data to Payroll.
- Generate waybills for courier services and ensure accurate records are maintained.
- Monitor and manage ordering of site consumables, PPE, and office supplies.
- Source and purchase goods in compliance with company procurement protocols to achieve cost-effectiveness.
- Review planned orders, raise requisitions, obtain quotations, and ensure approvals are received in line with policy.
- Liaise with suppliers regarding amendments to purchasing processes.
Petty Cash
- Issue petty cash when requested and ensure accurate tracking.
- Perform weekly and monthly reconciliations of petty cash and submit reports to Finance by the 26th of each month.
Purchase Orders & Invoices
- Adhere strictly to purchase order and invoicing procedures.
- Match orders, deliveries, and invoices to ensure accuracy and compliance.
- Manage receipts of purchase orders and reconciliations.
- Process and capture all tax invoices in the EXACT system (SAP knowledge an advantage).
- Resolve discrepancies between invoices and purchase orders promptly.
- Assist with month-end closing processes.
- Issue invoices to clients and ensure timely submission.
- Receive, verify, and process duly authorised invoices and requisitions in line with financial policies.
- Maintain accurate and up-to-date records of invoices, purchase orders, and credit notes.
- Order and coordinate stock supplies for operational needs, liaising with branches and warehouses to ensure uninterrupted service delivery.
- Maintain stock records, conduct regular stock counts, and report variances.
Occupational Health & Safety (OHS)
- Adhere to ALS Health and Safety Foundation Standards and company core values.
- Comply with all company policies and procedures relating to workplace safety and compliance.
- Contribute to creating a safe, respectful, and inclusive workplace.
Competencies and Skills
The successful candidate will demonstrate the following:
Behavioural Competencies:
- Excellent interpersonal, communication, and planning skills.
- Strong influencing, negotiation, and contract management skills.
- Ability to maintain confidentiality and integrity.
- Highly organised, adaptable, and able to prioritise workloads effectively.
- Demonstrated accountability and teamwork skills.
- Strong problem-solving, decision-making, and preventive action abilities.
- Ability to handle queries, investigate discrepancies, and provide accurate responses.
- Strong attention to detail with ability to meet strict deadlines under pressure.
- Ability to multitask effectively in a dynamic work environment.
- Respectful communicator with sensitivity to cultural diversity.
- Logical thinker with excellent numerical and analytical skills.
Technical Competencies:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong administrative and data management skills.
- Experience with financial and procurement systems (EXACT/SAP advantageous).
- Sound knowledge of petty cash, invoicing, and reconciliation processes.
Qualifications and Experience
- Essential: Grade 12 / Matric Certificate.
- Preferred: Diploma in Office Management, Administration, or a related qualification.
- Minimum 3 years’ hands-on experience in office administration.
- Experience in administrative support within inspection, laboratory operations, or a similar industry (advantageous).
- Experience using EXACT and/or SAP systems will be a significant advantage.
What We Offer
- A dynamic and professional environment with opportunities to contribute to a global leader in testing and inspection services.
- Exposure to diverse functions across administration, finance, and procurement.
- Training and development opportunities to support professional growth.
- A culture that values integrity, accountability, and teamwork.
Application Guidelines
- Applications must be submitted through the ALS careers platform (email applications will not be accepted).
- Preference will be given to candidates from under-represented groups in line with our Employment Equity commitments.
- Should you not receive feedback within two (2) weeks of the closing date, please consider your application unsuccessful.
- ALS reserves the right not to proceed with this vacancy and to appoint a candidate based on operational requirements.
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