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Purpose of the Role
- The Administration Manager leads and oversees administrative operations, ensuring efficient office systems, accurate records, reliable coordination and consistent service standards.
- The role manages administrative priorities and controls, supports departmental leaders, monitors compliance and drives process improvements across the business.
Key Responsibilities
Office Administration and Team Oversight
- Oversee daily office operations, reception, incoming communications, visitors and general administrative service delivery.
- Allocate, prioritise and monitor administrative work; provide guidance, coaching and performance feedback to administrative personnel where assigned.
- Establish and maintain efficient electronic and physical filing systems, office supply controls and equipment maintenance arrangements.
- Oversee courier, dispatch and receiving administration and resolve escalated operational issues.
Document Control and Records Management
- Set standards for the preparation, review and distribution of letters, memos, quotations, checklists, forms and reports using approved branding.
- Own document control procedures, approved templates, version management and records retention practices.
- Ensure company registers and logs are accurate, complete and regularly reviewed, including vehicle, PPE and policy records.
- Safeguard confidential information and oversee administrative compliance with POPIA.
Executive Support, Meetings and Cross-Department Coordination
- Oversee management diaries, travel arrangements, meeting schedules, agendas and minutes as required.
- Track meeting decisions, action owners and deadlines; escalate overdue or unresolved matters.
- Coordinate administrative requirements across sales, service, workshop, finance and management.
- Maintain visibility of project trackers, schedules and status reports to support timely execution.
HR, OHS and Compliance Administration
- Oversee employee file administration, leave and attendance records, onboarding documentation and relevant registers.
- Coordinate preparation and control of employment contracts, appointment letters, disciplinary documentation and HR/IR records in consultation with authorised management or advisers.
- Monitor completeness and accessibility of OHS records, inspection checklists, incident documentation and statutory appointment registers.
- Support internal audits and ensure approved policies, notices and codes of conduct are issued and maintained.
Procurement, Supplier and Finance Administration
- Supervise quotation requests, purchase order administration, delivery follow-ups and supplier record accuracy.
- Maintain administrative controls for supplier documentation, invoice processing support, petty cash and expense claims.
- Review supporting documents for completeness, accuracy and appropriate approval before submission to finance.
- Identify administrative exceptions, delays and cost-control opportunities and report them to management.
Customer and Stakeholder Service
- Set professional communication and response standards for customers, suppliers and visitors.
- Oversee routing and follow-up of enquiries, complaints and escalations within agreed service timeframes.
- Ensure customer-facing documents, including quotations, intake forms and service records, are correctly prepared and filed.
Reporting, Governance and Continuous Improvement
- Develop and monitor administrative procedures, checklists, service standards and performance measures.
- Provide management with regular updates on outstanding actions, compliance gaps, operational risks and improvement initiatives.
- Lead improvements to administrative workflows and support system adoption, audits and cross-functional projects.
- Undertake other reasonable management and administrative responsibilities assigned by senior management.
Key Performance Expectations
- Accurate, current and accessible administrative records and controlled documents.
- Timely completion of administrative tasks, meeting actions and departmental follow-ups.
- Compliance documentation maintained and exceptions escalated promptly.
- Consistent customer and internal service standards, with measurable process improvements.
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