Administration Clerk at Summit Recruitment and Search

Key Requirements:

• Overall office administration, which includes the upkeep of office supplies, equipment, and facilities including; making sure everything is in functioning condition and liaising with vendors for repairs or replacements.
• The initial point of contact for visitors and phone calls.
• Managing the reception area, processing incoming and outgoing communications (emails, phone calls, letters), and routing them to the proper people or departments.
• Assist technicians and liaise with technicians and stores
• Documentation and Record-Keeping: Maintaining accurate records and files
• Financial Administration: Assisting with financial administration tasks, such as petty cash management, expense tracking, and invoicing, might be required.
• Assistance with organizing team events, workshops, and training sessions.
• Office Policies and Procedures: Ensuring compliance with office policies and procedures, including health and safety guidelines, data protection regulations, and other relevant protocols, will be important.
• Prepare lessee invoices
• Receive and inspect incoming goods or materials
• Verify the accuracy of delivered items against purchase orders
• Record and update inventory levels in our system
• Organize and store goods in designated locations within the storage facility
• Conduct regular stock checks and reconcile physical stock with system records
• Identify and report any discrepancies or damaged goods
• Prepare invoicing for delivery notes and/or pick slips
• Perform general filing and assist with filing as needed
• Provide customer service in the absence of the customer service consultant
• Prepare quotes for spares, consumables, and courier costs where applicable
• Prepare pick slips, physical orders, and confirmation of delivery address to stores for dispatching of orders
• Send invoice to stores with delivery note (only on consumable orders)
• Capture stores requisition if the technician could not move the stock
• Perform inter-branch transfers of stock and consumables if needed
• Prepare pick slips, physical orders, and confirmation of delivery address to stores for dispatching of orders
• Send invoice to stores with delivery note (only on consumable orders)
• Capture stores requisition if the technician could not move the stock
• Update number control (delivery note and stores requisition spreadsheet)
• Assist customers and technicians with queries (not service note related)
• Assist with annual stock takes
• Perform any function, responsibility, or reasonable task which falls within your vocational ability

 Qualifications:

• Must have a relevant bachelor’s degree
• Must have at least 3 years’ prior experience in an administrative role
• Strong organizational and time-management skills
• Good communication and interpersonal skills
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office applications
• Willingness to learn and adapt to changing job requirements.