Administrator & Warehouse Coordinator

Job Description

• A leading provider of industrial kitchen equipment offers a dual-focused position that combines administrative support with hands-on warehouse operations. You will be the pivotal communication point between office personnel, suppliers, customers, and warehouse teams to maintain structured record-keeping, accurate inventory, and efficient stock movements. Immediate start required. Initial 3-month fixed-term contract with potential for contract extension.
• A core deliverable in this role involves managing health and safety documentation and compliance schedules for projects and client site requirements. This includes monitoring expiry dates for employee certifications, coordinating medical examinations, managing competency training, and arranging mandatory annual inspections for warehouse equipment and safety systems.

Key Responsibilities

• Office Administration & Compliance Support: Manage general office administration, filing systems, stationery inventory, and incoming communications via telephone and email. Prepare documents such as quotations, invoices, and purchase orders as required, while keeping administrative databases up to date.
• Health & Safety Management: Compile and maintain health and safety files for client contracts and project sites, ensuring safety policies, risk assessments, medical certificates, and compliance documentation remain current. Monitor certification expiry dates, schedule employee medicals, coordinate training renewals, and maintain a central register of all company compliance dates.
• Asset & Equipment Servicing: Schedule and coordinate annual inspections and servicing for warehouse equipment and safety systems, including roller shutter doors, fire safety equipment, pallet stackers, lifting equipment, and first aid kits. Maintain all service certificates and inspection reports for audit readiness.
• Warehouse & Inventory Coordination: Oversee daily inventory processes, including receiving, checking, labeling, and GRV recording of incoming stock on the MBC system. Coordinate stock picking, packing, dispatch activities, and regular stock takes to resolve discrepancies promptly.
• Logistics & Project Support: Coordinate stock movements between Cape Town and Johannesburg, track CBM deliveries with transport providers, manage the offloading of CBM trucks, and oversee the allocation and loading of stock for specific projects.
• Operations & Contractor Liaison: Manage relationships with service providers and contractors to obtain quotations and schedule maintenance. Book and manage casual labour when required and ensure warehouse housekeeping and safety standards are adhered to.

Requirements
Essential Requirements

• Grade 12 / Matric qualification.
• 2–3 years of proven experience in office administration, warehouse coordination, or a dual-function operational role.
• Working knowledge of Occupational Health & Safety (OHS) requirements with the ability to build and maintain compliance files for client contracts and site access.
• Demonstrated capability in monitoring compliance schedules, tracking certificate expiry dates, and coordinating equipment inspections.
• Strong organisational, planning, numerical, and stock control skills with high attention to detail.

Desirable Requirements

• Certificate or Diploma in Administration, Logistics, Supply Chain, or a related field.
• Valid driver's licence.
• Required Software Skills
• Microsoft Office Suite (Excel, Word, Outlook).
• MBC system.