Job Description

  Job Title: Administrative Assistant

Location: Somerset West, Western Cape

Company: My Client

Salary: R13 000 per month

Start Date: Immediate (Urgent)

Industry: (Agri / Farming industry)

About the Role

My client is seeking a reliable and hands-on Administrative Assistant to join their team in Somerset West. This is an urgent position, and the successful candidate will receive handover training from the current Administrative Assistant before departure.

The business operates in a practical, fast-paced agricultural environment, serving farmers and nurseries. We are looking for someone who can keep up with daily operational demands, take ownership of their responsibilities, and contribute effectively to the team.

Please note that this role includes daily stock handling, and candidates must be physically capable of lifting and moving products.

Minimum Requirements (Non-Negotiable)

• Proven experience working on Pastel Accounting Software
• Bilingual in English and Afrikaans
• Strong administrative and organisational skills
• Proficient in Microsoft Office
• Ability to work in a fast-paced, high-pressure environment
• Physically capable of daily stock handling and lifting
• Willingness to learn, take initiative, and work as part of a team

Key Responsibilities

General Administration

• Provide comprehensive administrative support across departments
• Maintain accurate records and ensure proper document control

Phone Management

• Handle incoming calls professionally in both English and Afrikaans
• Screen and transfer calls efficiently
• Respond to customer enquiries regarding products, pricing, and availability
• Take and relay accurate messages
• Conduct stock checks when required
• Assist walk-in customers

Follow-up & Coordination

• Track daily waybills and ensure timely deliveries
• Liaise with customers and couriers to monitor shipments and resolve issues
• Prepare documentation for filing

Filing & Record Keeping

• Organise and file daily tax invoices
• Print and manage checklists for new files
• Update invoice batches
• File credit notes and manage new customer/supplier account documentation

Supplier Management

• Generate Goods Received Notes (GRNs)
• Process supplier invoices accurately
• Maintain supplier records and statements
• Reconcile supplier statements with Pastel ledgers
• Prepare monthly supplier payment schedules
• Maintain payment tracking spreadsheets

Debtors Support

• Assist with sending invoices and proof of delivery upon request
• Support monthly outstanding invoice follow-ups
• Provide assistance to the Debtors Administrator, especially during month-end

Additional Notes

We are looking for a committed individual who takes ownership of their role, remains accountable under pressure, and contributes positively to a hardworking team environment.