ADMINISTRATOR AT WORKHORSE BRONZE FOUNDRY

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Deadline

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Opportunity Description

We are looking for a dynamic individual who is an all-rounder and also passionate about the arts.

We are a Fine Art Foundry that casts bronze sculptures for a variety of artists. While we have a creative culture and encourage a positive atmosphere, we deal with high production volumes. So, the administration of the business and the implementation of certain set processes is critical to our creative and commercial success.

LOCATION
The successful candidate will be based at our premises at 2 Grahamstown Street, Marshalltown, Johannesburg.

REPORTING
The successful candidate will report to Ms Rina Noto, General Manager of the Foundry. S/he will also work closely with Johan Stegmann, our Technical Manager, as well as our wider admin and financial team.

JOB DESCRIPTION
The successful candidate will be a full-time Administrator, who performs competently the typical array of administrative and clerical tasks associated with small but growing enterprises.

WORKING HOURS
7.30 am to 5 pm Monday to Thursday
7:30 am to 2 pm Friday

CORE/ESSENTIAL SKILLS
The successful candidate will:

  • have the highest standards of professionalism
  • possess excellent oral and written communication skills in English
  • be able to organise their time and work effectively
  • be competent in the daily use of MS Excel and Word
  • be proficient in filing, e-filing and paper management
  • have strong organizing abilities, in a dynamic and multi-project environment where no two days are the same
  • be able to receive and host high-value clients in a welcoming but professional manner
  • Have good typing skills above 40wpm
  • be familiar with email and social media
  • be a self-motivator, self-starter, high on initiative
  • be flexible

BENEFICIAL KNOWLEDGE/SKILL/APTITUDE

  • Xero accounting software
  • Research and data analysis in order to compile reports and harvest research material
  • Health & Safety training
  • Artistic Sensibility
  • Customer service skills

KEY RESPONSIBILITIES

  • General office administration
  • Reception management
  • Administrative support to managers, staff and client jobs
  • Financial administrative support
  • Production and operations administration
  • Records management

DUTIES
General Office

  • Answering phone, taking messages
  • Authorising and managing landline phone usage by staff
  • Receiving of visitors
  • Attending, facilitating and taking notes of meetings
  • Receiving and signing deliveries
  • Stock control, inventory and purchases for daily consumables
  • Keeping reception / ground floor office presentable
  • Managing cleaning staff
  • Printing out / distributing forms

Sales and Customer Care

  • Helping to host client meetings
  • Assisting in arranging appointments
  • Occasional special deliveries or errands for clients

Production & Operations

  • Filling out job cards, collecting and capturing data
  • Researching on products needed
  • Communicating with suppliers
  • Arranging deliveries
  • Other project-specific support from time to time, as the workload requires
  • Support in stock control and ordering
  • Occasional site visits, errands as needed

Staff and HR

  • Communication to staff about factory/household issues
  • Support in HR function
  • Daily Collecting and administrating of timesheets
  • Managing the leave schedule, recording sick leave, doctors’ notes etc

Financial Administration

  • Maintaining supplier schedules, comparisons of supplier prices, updating regularly
  • Purchases – arranging quotes, negotiating prices, deadlines etc
  • Following up payments of bills when required
  • Ensuring correct recording of customers’ details and transactions
  • Assist in following up outstanding debtors
  • Oversight of the petty cash float – ensuring accurate recording and safe custody of receipts and cash, controlling petty cash expenditure and maintaining an adequate float
  • Administrating the recording of overtime schedules
  • Working with our Finance Manager on monthly payroll changes etc
  • Sending quotations and keeping proper records thereof, and keeping all parties informed
  • Assisting in capturing suppliers’ invoices in the correct accounting period
  • Keeping the General Manager informed of financial matters

Filing and Data Management

  • Filing all key correspondence and documents
  • Ensuring all client and contact information, detail etc, are accurately captured on our CRM system

EXPERIENCE/QUALIFICATIONS

  • Matric C pass
  • Minimum 5 years’ experience in the general administration of a private company
  • Valid driver’s licence with own roadworthy vehicle

PERSON PROFILE

  • Team player
  • Responsible, reliable
  • Excellent time management skills
  • Meticulous attention to details
  • Strong organizational skills
  • Ability to multi-task
  • Hard-working and self-motivated
  • Ability to work without regular supervision

SALARY
Negotiable upon the profile of the successful candidate.

How to Apply

CONTACT:
Rina Noto
General Manager, Workhorse Bronze Foundry
rina@workhorsebronzefoundry.co.za
011 334 0657 (w)