Administrator Production - Mooiplaas

Business Unit: Materials BU

Department: Administration

Site: Pronto

Location - Town / City: Pretoria West

Job Advert Summary

The Production Administrator is responsible for managing the ordering process within a business from approved suppliers This role ensures that all invoicing activities comply with company policies and financial regulations while maintaining good relationships with clients and suppliers

Minimum Requirements

• Grade 12 (Matric) – compulsory Relevant tertiary qualification (non-negotiable) in one of the following: Administration / Procurement Finance / Accounting
• Minimum 3–5 years’ proven experience in a similar role combining BOTH: Financial administration (invoicing, reconciliations, capturing), and Procurement / purchasing
• Practical experience managing: Purchase orders Invoice processing and financial records
• Own Transport / Vehicle Valid driver’s licence
• Strong experience in invoicing, financial capturing, and procurement processes
• High attention to detail and accuracy
• Strong numerical and financial administration skills
• Ability to work independently and meet strict deadlines
• Excellent communication and supplier negotiation skills
• Proficient in MS Office (especially Excel)
• Strong organisational and multitasking ability
• Work overtime when required to meet operational demands
• High level of accuracy and attention to detail is essential
• Ability to handle pressure, multiple deadlines, and high transaction volumes
• Strong accountability — must take full ownership of tasks and follow through to completion

Duties and Responsibilities

• Invoicing & Financial Administration Prepare, verify, and issue accurate daily customer invoices in line with operational data and pricing agreements
• Ensure all invoicing is completed within required timelines and aligns with company financial procedures
• Capture and reconcile daily financial transactions, including utilities, fuel (diesel), rentals, and other operational costs
• Investigate and resolve any invoice discrepancies, queries, or variances
• Support Accounts Payable/Receivable functions by ensuring all documentation is complete and audit-ready
• Month-End & Reporting Perform month-end reconciliations, ensuring all transactions are captured and balanced
• Prepare and submit monthly financial and procurement reports within deadlines
• Assist with variance analysis and provide explanations for cost fluctuations
• Maintain accurate records to support internal and external audits
• Purchase Order & Order Management Generate and process purchase orders (POs) / Purchase requisitions accurately and in a timely manner
• Ensure all purchase orders are aligned with approved budgets and operational requirements
• Issue bulk order numbers to raw material suppliers and track order fulfilment
• Monitor order progress from placement through to delivery and resolve delays, shortages, or discrepancies
• Confirm deliveries and ensure all goods/services received match purchase orders
• Compliance & Record Keeping Ensure all procurement and financial activities comply with company policies, delegation of authority, and industry regulations
• Maintain a well-organised system for purchase records, supplier contracts, and documentation
• Ensure all supporting documents are accurate, complete, and easily accessible
• Internal Coordination & Support Liaise with internal departments (Operations, Finance, Stores, etc.) to ensure smooth workflow and communication
• Provide regular updates on order status, delivery timelines, and any issues
• Support operational teams by ensuring materials and services are procured on time
• Assist other Production Administrators as required to maintain continuity
• Systems & Data Management Capture and maintain accurate data in relevant systems (ERP / accounting / procurement systems)
• Ensure data integrity and completeness for all transactions
• Use Excel or similar tools to generate reports, track costs, and analyse trends