Senior Unit Administrator

JOB ADVERTISEMENT: SENIOR UNIT ADMINISTRATOR

Location: Gauteng
Company: Hero Serv Pty Ltd

INTRODUCTION:

We are looking for a highly organised, detail-oriented, and proactive Senior Unit Administrator to provide critical administrative, financial, and operational support within our unit. This role is responsible for maintaining accurate records, ensuring compliance with company processes, supporting financial controls, and assisting operational management with reporting and decision-making.

The successful candidate will play a key role in ensuring the efficient running of the unit by maintaining strong administrative controls, supporting stock and inventory management, and delivering accurate and timely financial and operational information.

KEY RESPONSIBILITIES

Financial & Administrative Control

· Maintain accurate and up-to-date administrative and financial records.

· Capture and process invoices, requisitions, purchase orders, GRVs, and other financial documentation.

· Ensure weekly banking is completed and submitted within required deadlines.

· Monitor and follow up on outstanding documentation and transactions.

· Assist with month-end processes and ensure all required information is submitted on time.

· Support the Unit Manager with financial reporting and variance analysis.

Stock & Inventory Administration

· Assist with stock takes and ensure stock information is accurately captured.

· Monitor stock movements, requisitions, issues, and returns.

· Investigate and report stock variances and provide supporting explanations.

· Maintain accurate stock-related records and documentation.

· Ensure stock documentation is filed and readily available for review.

Operational Administration

· Ensure all unit administration is completed accurately and within agreed deadlines.

· Maintain daily operational records, including sales, staff meals, functions, and other relevant reports.

· Ensure PRJs and supporting documentation are completed and submitted correctly.

· Maintain records relating to client orders, events, and function requirements.

· Coordinate and maintain filing systems and operational documentation.

Compliance & Controls

· Ensure compliance with company administrative and financial procedures.

· Maintain documentation required for audits, reviews, and financial sign-off.

· Ensure documentation is authorised and approved where required.

· Identify and escalate control weaknesses or compliance concerns.

· Maintain confidentiality of company, employee, and client information.

Reporting & Communication

· Prepare and distribute daily, weekly, and monthly reports.

· Provide accurate information to Operations and Finance within agreed timelines.

· Follow up on outstanding information from suppliers, clients, and operational teams.

· Escalate discrepancies, delays, and risks promptly.

· Maintain professional communication with internal and external stakeholders.

Team & Operational Support

· Provide administrative support to the Unit Manager and operational team.

· Assist with employee administration, including attendance records, leave administration, and employee documentation.

· Support onboarding activities and new employee administration.

· Assist with operational projects and general unit requirements.

· Promote a culture of accountability, accuracy, and service excellence.

MINIMUM REQUIREMENTS

· Relevant qualification in Business Administration, Finance, Accounting, Office Administration, or a related field.

· Minimum 3-5 years' experience in a senior administrative or financial administration role.

· Strong financial administration experience, including invoicing, reconciliations, reporting, and cost control.

· Experience processing purchase orders, requisitions, GRVs, and related financial documentation.

· Strong understanding of stock control and inventory management processes.

· Advanced Microsoft Excel and computer literacy skills.

· Excellent organisational and time management skills.

· Strong numerical ability and attention to detail.

· Excellent communication and interpersonal skills.

· Ability to work independently and manage multiple priorities effectively.

· High level of integrity, professionalism, and confidentiality.

· Experience within catering, hospitality, healthcare, facilities management, or a similar operational environment will be advantageous.

KEY COMPETENCIES

· Financial Administration & Cost Control

· Reporting & Data Management

· Stock & Inventory Control

· Administrative Excellence

· Attention to Detail

· Planning & Organisation

· Communication & Relationship Management

· Problem Solving & Decision Making

· Compliance & Governance

· Confidentiality & Professionalism

KEY PERFORMANCE AREAS

· Accuracy and completeness of unit administration.

· Timely submission of financial and operational information.

· Effective stock and document control.

· Compliance with company policies and procedures.

· Accuracy of financial and operational reporting.

· Timely completion of month-end requirements.

· Effective support to the Unit Manager and operational team.

· Reduction of administrative errors and outstanding documentation.

· Professional service delivery to clients and internal stakeholders.

APPLICATION DETAILS

· Email Applications

· To: [email protected]

· Subject Line: Senior Unit Administrator

OVERALL OBJECTIVE

The Senior Unit Administrator is responsible for ensuring that the unit's administrative, financial, and operational controls are maintained to the highest standard. The role provides proactive support to the Unit Manager, identifies discrepancies early, ensures key deadlines are met, and delivers accurate information that supports effective operational and financial decision-making.

If you are a highly organised administrator with strong financial, reporting, and operational support experience, we encourage you to apply.

IMPORTANT NOTES

Only candidates meeting the minimum requirements will be considered. If you do not receive feedback within two weeks of the closing date, please consider your application unsuccessful.

Pay: R9 500,00 - R10 000,00 per month

Work Location: In person