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