Office admin manager

Office Manager
Location: Markman, Gqeberha
Industry: Transport and Logistics

A well-established transport company based in Markman is seeking an experienced and highly organised Office Manager to oversee administrative, debtors, and HR-related functions. Candidates residing in Bluewater Bay or Despatch, with own reliable transport and a valid driver’s licence, will be preferred due to location and operational requirements.

Key Responsibilities

Administration
• Maintain and update Excel spreadsheets recording daily loads and all related information including customer details, rates, drivers, and vehicle registration numbers
• Liaise daily with Operations to obtain loading information and required documentation
• Receive, scan, and distribute PODs (Proof of delivery) to customers
• Prepare documentation and PODs for invoicing purposes
• Follow up on customer and operational queries
• Issue load confirmations to third-party subcontractors
• Ensure smooth communication and strong working relationships between Operations and Administration

Debtors Management
• Generate and process invoices on Pastel
• Arrange delivery or courier of original invoices and PODs where required by customers
• Capture and allocate customer payments
• Prepare and distribute monthly statements
• Follow up on outstanding accounts
• Perform account reconciliations
• Maintain accurate filing systems
• Build and maintain strong professional relationships with customers

Human Resources Administration
• Submit monthly returns to the relevant Bargaining Council
• Process drivers’ leave and sick leave on the Bargaining Council portal
• Ensure completion and submission of all leave and sick leave documentation
• Liaise with labour consultants regarding disciplinary matters and warnings
• Coordinate employment contracts for new hires with labour consultants
• Exposure to wages, salaries, and payslip processing will be advantageous

Minimum Requirements

• Proven experience in office management or senior administration, preferably within a transport or logistics environment
• Strong administrative and organisational skills
• Experience with Pastel and Excel
• Sound understanding of debtors processes
• Basic HR and labour administration knowledge
• Ability to work under pressure and manage multiple priorities
• Reliable transport and valid driver’s licence