Purpose of the Role

The Small Works Administrator is responsible for the full administrative coordination and support of all Small Works projects from enquiry through to final invoicing and close-out. The role ensures that all CRM, ERP, Pastel, procurement, subcontractor, documentation, reporting, health and safety, and customer administration processes are completed accurately, timeously, and in accordance with company procedures. This position plays a critical role in ensuring projects are well coordinated, profitable, compliant, and delivered efficiently.

Key Responsibilities1. Customer Relationship Management (CRM)

• Capture all Small Works leads and RFQs on CRM with complete customer, site and scope information.
• Maintain accurate CRM lead and job statuses (New, Quoted, PO Received, Scheduled, In Progress, Completed, Won and Lost).
• Create quotations on CRM as instructed, ensuring the correct scope, validity periods and payment terms are included.
• Maintain CRM follow-ups and next actions, ensuring reminders are actioned before due dates.
• Capture won and lost opportunities together with lost reasons and competitor information where applicable.
• Prevent duplicate customer and lead records by checking CRM before creating new entries.

2. ERP & Pastel Administration

• Open all Small Works jobs correctly on ERP and Pastel, ensuring customer details, site information, scope of work, job numbers and cost codes are accurate.
• Create, assign, update and close ERP/Pastel tasks for every project, including:
• Quotations
• Orders
• Scheduling
• Job execution
• Documentation
• Invoicing
• Back-end costing
• Job close-out
• Ensure Sales Representatives’ ERP buckets are updated before weekly meetings.
• Maintain the Work-in-Progress (WIP) list and ensure job statuses remain current.

3. Job Administration

• Raise and process store requisitions for job materials, ensuring correct job number allocation and costing.
• Create and maintain complete job packs including:
• Job Cards
• Scope of Work
• Drawings
• Checklists
• Safety Documentation
• Customer Sign-Offs
• Ensure every job pack contains an approved pre-costing.
• Keep actual project costs updated throughout the project lifecycle.
• Ensure all costs reflect correctly in Pastel and that back-end costs are cleared before project closure.

4. Sales & Commission Administration

• Prepare commission claim schedules for Sales Representatives.
• Ensure commission calculations are accurate.
• Verify commission information agrees with monthly sales reports.

5. Document Control

• Scan all project documentation.
• File Job Cards, Store Requisitions, Daily Diaries, Checklists and Customer Sign-Offs accurately.
• Maintain electronic filing on OneDrive using the company’s approved folder structure and naming conventions.
• Ensure all project documentation is complete, current and easily retrievable.

6. Accommodation & Logistics

• Arrange accommodation and stay-over bookings for technicians and subcontractors.
• Maintain booking confirmations and accommodation records.
• Ensure travel and accommodation requirements are confirmed before work commences.

7. Procurement Administration

• Obtain supplier quotations as requested.
• Place purchase orders following approval.
• Follow up supplier lead times and delivery dates.
• Ensure ordered equipment is received and available before job scheduling.
• Confirm all materials are placed in the designated Stores Holding Area before site mobilisation.
• Escalate any delivery risks immediately.

8. Purchasing Administration

• Compile complete purchasing payment packs containing:
• Supplier Quotations
• Approvals
• Purchase Orders
• Delivery Notes
• Supplier Invoices
• Track procurement from RFQ through to final supplier payment.
• Ensure all supporting documentation is complete before submission.

9. Subcontractor Administration

• Coordinate subcontractor onboarding including:
• Agreements
• Approved Rates
• Banking Details
• Compliance Documentation
• Safety File Requirements
• Maintain the subcontractor register.
• Monitor expiry dates of compliance documentation.
• Obtain subcontractor weekly availability schedules.
• Schedule subcontractors and ensure attendance on confirmed project dates.
• Ensure subcontractors are booked immediately after receipt of customer orders.
• Confirm materials are ordered and available before scheduling.
• Ensure stock is placed in the Stores Holding Area at least one day before scheduled work.
• Obtain Daily Diaries and Job Cards from subcontractors and sprinkler installation teams promptly.
• Ensure annual subcontractor agreements are renewed.
• Obtain updated Proof of Insurance from all subcontractors on the first working day of every month.
• Compile subcontractor payment packs including:
• Job Cards
• Timesheets
• Customer Sign-Offs
• Invoices
• Submit payment packs for approval.

10. Scheduling Support

• Support Sales Representatives and Coordinators with scheduling administration.
• Confirm customer bookings.
• Arrange site access requirements.
• Coordinate technician and subcontractor bookings.
• Ensure all scheduling documentation is complete before mobilisation.

11. Customer Administration

• Send customer confirmations and work notifications.
• Provide customers with project administration updates where required.
• Retrieve Purchase Orders from customer portals.
• Upload invoices to customer portals.
• Email completed Job Cards and supporting documentation to customers.

12. Accounting Support

• Monitor project invoicing continuously.
• Follow up with Sales Representatives to ensure completed jobs are invoiced without delay.
• Ensure all required documentation is available before invoicing.

13. Debtors Support

• Assist management and Sales Representatives with debtor collections.
• Compile supporting documentation packs.
• Provide customer statements and supporting records when requested.

14. Reporting

Prepare and distribute accurate reports including:

• Weekly CRM Report
• ERP Open Jobs Report
• Overdue Task Report
• Ordered Materials Report
• Missing Documentation Report
• Procurement Payment Pack Status Report
• Work-in-Progress (WIP) Report
• Hotlist Report
• Sales Reports
• Year-to-Date Sales Reconciliation

Ensure all reports are submitted accurately and within required deadlines.

15. Small Job Project Coordination

• Assist Sales Representatives by coordinating smaller projects from initiation through completion.
• Manage administration, documentation, procurement, scheduling, invoicing and project close-out.

16. Health & Safety Administration

• Ensure Health & Safety files for company operations and customer sites are completed accurately and on time.
• Audit Safety Files to verify compliance and correct usage.
• Ensure all required safety documentation is maintained throughout project execution.

17. System Discipline

• Complete all CRM, ERP and Pastel tasks by their assigned due dates.
• Close all completed tasks with appropriate notes and supporting evidence.
• Maintain accurate system data at all times.
• Ensure company systems reflect the true status of every project.

Key Performance Indicators (KPIs)

The Small Works Administrator will be measured on:

• CRM data accuracy and completeness.
• ERP and Pastel accuracy.
• On-time job creation and close-out.
• WIP accuracy.
• Procurement turnaround times.
• Documentation completeness.
• Invoice turnaround time.
• Subcontractor compliance.
• Customer document turnaround.
• Reporting accuracy.
• Health & Safety compliance.
• Overall administrative support to the Small Works Department.

Minimum RequirementsEducation

• Grade 12 (Matric).
• Relevant Administration or Business qualification will be advantageous.

Experience

• Minimum 3 years’ administration experience.
• Experience working with CRM and ERP systems.
• Experience in construction, fire protection or engineering administration will be advantageous.

Computer Skills

• Microsoft Office (Advanced Excel, Outlook, Word and Teams).
• CRM systems.
• ERP systems.
• Pastel.
• OneDrive and SharePoint.

Competencies

• Excellent organisational skills.
• Strong attention to detail.
• Excellent communication skills.
• Time management.
• Planning and coordination.
• Problem solving.
• Customer service orientation.
• Ability to work under pressure.
• Ability to manage multiple projects simultaneously.
• High level of accountability and ownership.
• Strong administrative and documentation skills.

Pay: R10 000,00 – R15 000,00 per month

Work Location: In person