The Focus Group Cape Town, South Africa 28 July 2025 Mid 18000 - 21000 Full Time Cost to Company 3 years - 5 years Skills Office Administration SAP Excel Industries Administrative Job Description
General Summary: The position calls for a vibrant, passionate, and dedicated office administrator with sufficient knowledge to administer service, sales and spares while assisting the National team in selling and servicing all rental installations distributed by company and associated companies.
Product range and brands: Machinery include (but is not limited to) industrial washing machines, tumble dryers,
CORE FUNCTIONS: The Core Functions below will require a good knowledge and level of experience for the individual to operate independently and as part of a team:

• General Clerical Assistance duties supporting service, sales and spares.

oSales Administration Function
oService Administration Function
oSpares Administration Function

• Stock Control Administrator duties supporting service, sales, and spares.
• Technical support in resolving customer on-site functionality of hardware.
• Technical support on Software and Hardware where required.
• Technical training of customers on products.
• Provide high level of Customer Service.
• Remote overtime required on scheduled weekends/holidays - for Customer issues communicated by phone, WhatsApp or email where required, for periods where the office is closed.

Compliment of Team: 3 Members and Branch manager. The candidate will be part of the team, with two support and technical team members and an administrator.
REPORT TO: Directors and Branch Manager.

In Summary the general duties will include:

• Project co-ordination in service, sales, and spares.
• Managing office communications, WhatsApp Group, e-mails, letters, and documents.
• Preserving office sales records.
• Updating database of Business Partners.
• Gathering information.
• Sales Team and Service Team assist to management of call reports.
• Updating and managing office procedures in sales, service, and spares.
• Handling clients and internal employees.
• Assist with financial yearend audits in stock counting and reports requested by head office

General Requirements include:

• Experience (min 5 years in similar role) in working in an office environment and needs to have strong computer skills as well as strong communication skills (both written and oral).
• Other attributes include good interpersonal skills, a well-presented appearance, and an organiseddisposition.
• Display a high level of appropriate conduct in the office environment.
• As the job holder will be required to deal with customers, they will be expected to represent the organisation positively.
• It is necessary to be able to operate office equipment such as computers, photocopiers, and fax machines.

Provide Customer Service:

• Prioritise answering phone calls and talking to customers regarding the company's products or services.
• Be willing to learn and become efficient by using customer service knowledge to handle difficult customers and make sure that each customer has a good experience.

Technical Responsibilities : The employee is responsible for maintaining systems and equipment, managing devices, and supporting technical operations.

• Operate and maintain Payway 3 device management system
• Monitor LS360 performance and uptime; troubleshoot issues
• Manage device additions, removals, and adjustments per site
• Record site performance to support service efficiency
• Oversee NFC card printing and ensure printer functionality
• Demonstrate technical understanding of laundry equipment and fault diagnostics
• Test modems, harnesses, and consumable items for reuse
• Maintain data security and accuracy during imports and adjustments

Administrative Responsibilities: The role includes full oversight of inventory, documentation, and workflow processes.

• Document technical issues and resolutions
• Prepare management and supplier reports
• Use SAP for stock control and movement, including:

oRe-orders and backorders for installation
oInternal transfers from and to branches and local (Cpt based) technicians
oRepair returns and supplier logs for hardware repairs
oMonthly national stock counts of devices and consumables

• Schedule technician appointments in Praxedo with detailed fault information

Support & Collaboration: The employee supports system users, manages external relationships, and ensures successful collaboration.

• Train users on LS360 and support reporting processes
• Manage Payway operations with business partners
• Liaise with internal teams and external vendors for system and process improvements
• Collect and apply feedback to refine operations and technical output

Literacy & Tool Requirements: This role demands high proficiency in both hardware and software tools, with attention to operational quality.

• Excel: Used for export reporting from Payway and SAP
• SAP: Stock and accounting management
• Payway 3: Device and partner management
• High computer literacy for resolving technical issues
• Interest in optimizing stock efficiency and hardware performance
• High level of Organisational skills for hardware and workflow responses

Hardware Management: Ensure availability, condition, and proper handling of the following assets:

• Modems: 4G and Wi-Fi
• Harnesses
• Consumables: Power supplies, relays, NFC communication devices etc.

HOURS OF WORK

• Working hours 8h00 to 16h30 Monday to Fridays.
• Lunch break: half an hour; two tea/smoke breaks (15min each) at 10h00 and 14h00.
• Overtime might be required for stock count at financial year ends in June and when deadlines mustbe met (tenders etc).
• The Company reserves the right to amend working days and hours.

COMPANY BENEFITS

• Salary: To be based on experience and requirements.
• Probation Period: 3 months. Benefit/s only effective after successful completion of the 3-monthperiod.
• Annual Leave/Holidays: You are entitled to 15 days leave per year.
• Medical Aid: This is a proposed benefit. We are currently on the Discovery Coastal/Classic Saver Plan, on a 50/50 basis. This benefit includes children up to the age of 21, after which 100% of the dependent’s charges will be for the staff members account.
• Retirement Fund: This is a compulsory benefit – Company contribution of 5% and employee contribution of 2%.
• Retirement Age: The company’s retirement age is Sixty (60) year of age.
• Bonus: Discretionary 13th cheque/bonus in December.

OTHER REQUIREMENTS PREFERRED

• High level of computer literacy on Microsoft Office
• Experience on Excel particularly.
• Preferably experience on SAP or similar financial package.
• Valid drivers’ licence
• Good medical record and transparency on existing medical concerns and resolutions.
• Long term commitment
• Be able to work in a busy environment under pressure with deadlines to meet.