Admin Clerk – Ottery, Western Cape (Full-Time, Permanent)
Location: Ottery, Western Cape, South Africa
Employment Type: Permanent | Full-Time
Work Schedule: 8 hours per day | Shifts (including Sundays and Public Holidays)
Salary: To Be Confirmed (TBC) per month
Start Date: As soon as possible
About the Position
A well-established organisation in Ottery, Western Cape, is seeking a highly organised and detail-oriented Admin Clerk to join their dynamic team. This position is ideal for an individual who thrives in a fast-paced environment and has strong administrative, communication, and problem-solving skills.
The Admin Clerk will play a crucial role in ensuring the smooth day-to-day operations of the office by performing a wide range of clerical and administrative duties. This includes supporting management and staff, handling documentation and filing systems, managing communication, and maintaining accurate records.
The ideal candidate should have prior experience in administration, be proficient in Microsoft Office, and have a proactive approach to managing office tasks.
Key Responsibilities
As an Admin Clerk, your daily responsibilities will include:
Administrative Support
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Provide general administrative assistance to managers, supervisors, and team members.
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Write, proofread, and send professional emails and other correspondence.
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Prepare reports, memos, and presentations as requested.
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Organise and schedule meetings, appointments, and events.
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Take minutes during meetings and ensure action items are tracked and followed up.
Document Management and Filing
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Develop, maintain, and update filing systems (electronic and physical).
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Ensure that all documentation is correctly labeled, filed, and easily retrievable.
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Handle sensitive and confidential information with discretion and professionalism.
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File daily paperwork for goods received and processed.
Financial and Inventory Administration
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Manage and reconcile expense reports.
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Compile and send weekly financial and operational reports.
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Check, correct, and update inventory records regularly.
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Communicate with suppliers to resolve order or delivery issues.
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Process claims and credit requests efficiently and ensure all documentation is accurate.
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Organise credit paperwork and ensure all received goods documentation is completed before the end of the day.
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Collaborate closely with the receiving team to resolve credit discrepancies and respond to finance-related queries.
Customer and Supplier Communication
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Liaise with suppliers to resolve issues regarding returns, claims, and product discrepancies.
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Communicate effectively with internal departments and external partners.
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Handle incoming calls, redirect queries, and provide assistance in a friendly and professional manner.
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Respond to customer inquiries and complaints with patience and efficiency.
Office Operations
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Monitor and maintain office supplies, ensuring stock levels are adequate.
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Assist in the coordination of deliveries and logistics-related tasks.
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Follow all company policies, procedures, and templates for documentation and communication.
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Maintain a neat, organised, and welcoming office environment.
Team and Self-Management
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Work effectively as part of a team and independently with minimal supervision.
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Manage workload efficiently and prioritise tasks in a fast-paced setting.
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Be punctual, well-presented, and professional at all times.
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Show adaptability and a willingness to learn new systems or technologies.
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Demonstrate strong communication skills and attention to detail.
Requirements
To be considered for this position, candidates must meet the following minimum requirements:
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Education: Matric (Grade 12) or equivalent qualification.
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Experience: Previous experience as an Administrator, Admin Clerk, Admin Assistant, Admin Intern, or Admin Officer.
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Computer Skills: Proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
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Languages: Fluent in English and Afrikaans (verbal and written).
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Location: Must reside within 20 km of Ottery, Western Cape.
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Other: A clear criminal record is essential.
Preferred Skills and Attributes
While not mandatory, preference will be given to candidates who possess the following:
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Experience with Arch, Adore, and Microsoft Office systems (a strong advantage).
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Excellent organisational and time-management abilities.
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Strong interpersonal and communication skills.
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Ability to work shifts, including Sundays and Public Holidays.
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Ownership of reliable transport for commuting.
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A proactive and solution-driven mindset.
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Ability to multitask effectively while maintaining attention to detail.
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Flexibility to adapt to changing priorities and work environments.
Work Environment and Schedule
The successful applicant will be required to work across various shifts, including both trading and non-trading hours. Shifts may include weekends and public holidays, depending on operational needs. The role is based on-site at the company’s Ottery office, and applicants must be able to reliably commute to work.
This is a full-time permanent opportunity for individuals seeking long-term stability and career growth in administrative operations.
Application Process
Interested candidates are encouraged to apply as soon as possible, as the position is available immediately.
Assessment Requirements
As part of the recruitment process, shortlisted candidates may be required to complete the Potential Work Performance Assessment Battery to evaluate skills, problem-solving ability, and performance suitability.
Application Questions
Please ensure you are prepared to answer the following during your application:
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Are you willing to work 6 shifts per week, including Sundays and Public Holidays, across trading and non-trading hours?
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Do you have experience using Microsoft Office applications?
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How do you handle learning new systems or software?
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Have you ever planned meetings or taken minutes before?
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Can you manage office supplies efficiently?
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How do you keep your filing system organised?
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How do you address customer questions and complaints?
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In which area do you currently live? (Please specify suburb, district, or city.)
Why Work With Us?
By joining our organisation, you will become part of a professional, supportive, and fast-growing company that values efficiency, teamwork, and personal growth. We believe in empowering our employees to perform at their best while maintaining a healthy work-life balance.
As an Admin Clerk, you will gain valuable experience in multiple areas of business administration, from document control and reporting to supplier communication and financial coordination. This role serves as a strong foundation for future growth into senior administrative or supervisory positions.
We are committed to providing equal employment opportunities and encourage applications from individuals who meet the requirements listed above.
How to Apply
If you meet the requirements and are ready to take the next step in your career, we would love to hear from you. Submit your detailed CV and supporting documents as part of your application.
Only shortlisted candidates will be contacted for interviews.
Equal Opportunity Employer
This company is an equal opportunity employer and welcomes applications from EE/AA and South African candidates between the ages of 18 and 65.
Job Title: Admin Clerk
Location: Ottery, Western Cape
Employment Type: Full-Time | Permanent
Start Date: ASAP
Salary: Market-related / TBC
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