Administration and Quality Assurance Officer

Mpumalanga - South Africa

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Department:

Finance

Job Summary

Imagine stepping into a focused role away from the daily rush surrounded by the atmosphere of the outdoors. Join a well-established macadamia processing facility near Hazyview and ensure efficient and compliant operations across the site.

You will be responsible for managing all administrative financial and records functions while simultaneously overseeing quality assurance processes related to macadamia sampling and grading. Work closely with management suppliers and operational staff to ensure accurate data timely payments and consistently high-quality product standards.

You are a highly organised and detail-oriented administrator capable of handling multiple priorities effectively. You should have above average communication skills and be able to work confidently with administrative systems and spreadsheets.

Key Responsibilities

Creditors (Accounts Payable)

Capture and process supplier invoices accurately and timeously.
Verify invoices against purchase orders delivery notes and goods received.
Perform creditor reconciliations and ensure supplier accounts are accurate.
Prepare supplier payment schedules and process payments according to agreed terms.
Maintain accurate supplier records and supporting documentation.
Address and resolve supplier queries regarding payments or invoices.
Ensure all expenses are accurately recorded in the accounting system.

Cash Flow Management

Assist in monitoring daily and monthly cash flow.
Maintain cash flow tracking spreadsheets and reports.
Coordinate timing of debtor collections and creditor payments to maintain healthy cash flow.
Provide management with regular cash flow updates and forecasts.

Stock Movement & Payroll Support

Record all stock movements including receipts transfers and dispatches of macadamia nuts.
Maintain accurate stock registers and reconcile physical stock against records.
Administer staff timesheets and ensure accuracy before submission for payroll processing.
Record clock-in and clock-out times for all hourly wage workers and maintain attendance registers.
Assist with payroll support documentation and staff records as required.

Administrative Duties

Maintain organised filing systems for financial operational and compliance documentation.
Capture and maintain production drying and delivery records.
Perform data entry and record keeping for stock deliveries and processing activities.
Ensure proper record keeping for audits compliance and facility regulations.

Office Management

Oversee daily office operations and maintain a professional efficient environment.
Manage office supplies equipment and administrative resources.
Coordinate communication with suppliers customers transporters and service providers.
Assist with logistics documentation for macadamia nut deliveries collections and dispatches.
Schedule meetings appointments and operational activities where necessary.

Quality Assurance Macadamia Sampling

Manage the quality control process for macadamia nut samples received at the facility.
Oversee and supervise staff involved in the sampling and grading process.
Ensure sampling is conducted in accordance with established quality standards and protocols.
Record and report on sample results identifying trends or quality concerns for management.
Ensure compliance with food safety and processing standards applicable to macadamia handling.
Ensure compliance with health and safety regulations within the processing facility including maintaining relevant records and supporting management in meeting all statutory health and safety obligations.
Investigate and address quality deviations non-conformances or supplier disputes related to product quality.

General Support

Provide administrative and financial support to facility management.
Assist with inventory tracking for packaging materials chemicals and farm inputs.
Support stock control documentation related to macadamia nuts received dried stored and dispatched.
Perform any other reasonable duties assigned by management.

Minimum Requirements

Qualifications

Matric / Grade 12 (essential).
Diploma or Certificate in Office Administration Bookkeeping Accounting or equivalent (advantageous).
Quality assurance or food safety certification is an advantage.

Experience

Minimum 23 years experience in an administrative or bookkeeping role.
Experience with creditors supplier reconciliations and payment processing.
Experience in an agricultural food processing or production environment is advantageous.
Prior experience supervising staff in a quality or production setting is beneficial.

Skills & Technical Competencies

Proficient in Microsoft Office Suite particularly Excel (spreadsheets formulas reporting).
Strong numerical literacy and attention to detail.
Ability to work independently and manage time effectively under pressure.
Valid drivers licence and own reliable transport (essential).

Working Conditions
The role is primarily office-based with regular movement to the processing and sampling areas of the facility. The incumbent may be required to work outside of standard hours during peak processing seasons. Own reliable transport is mandatory as the facility may be situated in a rural or semi-rural location.

Please apply online in the link provided. We do not consider CVs via Whatsapp or email.

Required Experience:

Unclear Seniority

Capture and process supplier invoices accurately and timeously.
Verify invoices against purchase orders delivery notes and goods received.
Perform creditor reconciliations and ensure supplier accounts are accurate.
Prepare supplier payment schedules and process payments according to agreed terms.
Maintain accurate supplier records and supporting documentation.
Address and resolve supplier queries regarding payments or invoices.
Ensure all expenses are accurately recorded in the accounting system.