Admin Team Leader

• Administrative team coordination, task allocation, workflow management and daily administrative operations
• Print job administration, order processing, job card preparation and production documentation control
• Customer and internal communication across Sales, Production, Artwork, Procurement, Dispatch and Finance
• Pastel Accounting and Inventory, Quick Easy and Microsoft Excel reporting and data management
• Documentation, filing, record keeping, data accuracy and confidential information management
• Quotation, purchase order, invoice and delivery documentation administration and verification
• Production and dispatch administration, job tracking, deadline monitoring and urgent job coordination
• Stock and procurement administration, supplier communication, purchase requisitions and consumables tracking
• Team supervision, staff training, performance monitoring, leave coordination and workplace support
• Problem solving, prioritisation, attention to detail, time management, accountability, communication and teamwork

Financial metrics

Team Leadership & Supervision

• Lead, supervise, and coordinate the administration team.

• Allocate daily tasks and monitor completion.

• Ensure staff adhere to company procedures and administrative standards.

• Provide guidance, training, coaching, and support to administrative employees.

• Monitor team performance and address issues promptly.

• Manage leave schedules and ensure adequate administrative coverage.

• Promote teamwork, accountability, professionalism, and good communication.

Print Job Administration

• Receive and process customer orders and job requests.

• Ensure job cards, production orders, quotations, and supporting documentation are correctly completed.

• Capture and maintain accurate job information on the company's systems.

• Ensure production receives the correct job specifications and documentation.

• Monitor job progress and communicate relevant updates to internal departments.

• Ensure changes to customer requirements are properly documented and communicated.

• Assist with prioritising urgent and time-sensitive production jobs.

Customer & Internal Communication

• Act as an administrative point of contact between customers and internal departments.

• Liaise with Sales, Production, Artwork/Pre-Press, Procurement, Dispatch, and Finance.

• Respond to administrative queries professionally and timeously.

• Escalate customer or production issues to the appropriate manager.

• Ensure accurate communication of deadlines, quantities, specifications, and delivery requirements.

Documentation & Record Keeping

• Maintain accurate and up-to-date administrative records.

• File and maintain customer orders, job cards, delivery notes, purchase orders, and other documentation.

• Ensure documentation is properly authorised and easily accessible.

• Maintain electronic and physical filing systems.

• Ensure confidentiality of company and customer information.

Production & Dispatch Support

• Assist Production with administrative requirements and job documentation.

• Monitor outstanding production paperwork.

• Coordinate with Dispatch regarding completed orders and delivery requirements.

• Ensure delivery documentation is completed accurately.

• Assist in tracking urgent, overdue, or incomplete jobs.

Stock & Procurement Administration

• Assist with administrative control of consumables and production materials.

• Raise or process purchase requisitions/orders as required.

• Liaise with suppliers regarding orders, deliveries, and documentation.

• Maintain records of supplier orders and delivery information.

• Escalate potential stock shortages that may affect production.

Financial Administration

• Assist with processing quotations, invoices, purchase orders, and delivery documentation.

• Verify job information before invoicing.

• Assist Finance with resolving administrative discrepancies.

• Ensure supporting documentation is available for invoicing and account queries.

Reporting

• Prepare daily, weekly, and monthly administrative reports as required.

• Monitor outstanding jobs, orders, deliveries, and administrative tasks.

• Maintain relevant administrative KPI information.

• Provide management with accurate information and escalate potential delays or problems.

• Matric

• Understanding of Pastel Accounting and Inventory module

• Understanding of Quick easy

• Supervision Experience

• Ability to complete Excel Reporting