Administration and Quality Assurance Officer

SUMMARY:
Imagine stepping into a focused role away from the daily rush — surrounded by the atmosphere of the outdoors. Join a well-established macadamia processing facility near Hazyview and ensure efficient, and compliant operations across the site.

POSITION INFO:
You will be responsible for managing all administrative, financial, and records functions while simultaneously overseeing quality assurance processes related to macadamia sampling and grading. Work closely with management, suppliers, and operational staff to ensure accurate data, timely payments, and consistently high-quality product standards.

You are a highly organised and detail-oriented administrator, capable of handling multiple priorities effectively. You should have above average communication skills and be able to work confidently with administrative systems and spreadsheets.

Key Responsibilities

Creditors (Accounts Payable)

• Capture and process supplier invoices accurately and timeously.
• Verify invoices against purchase orders, delivery notes, and goods received.
• Perform creditor reconciliations and ensure supplier accounts are accurate.
• Prepare supplier payment schedules and process payments according to agreed terms.
• Maintain accurate supplier records and supporting documentation.
• Address and resolve supplier queries regarding payments or invoices.
• Ensure all expenses are accurately recorded in the accounting system.

• Assist in monitoring daily and monthly cash flow.
• Maintain cash flow tracking spreadsheets and reports.
• Coordinate timing of debtor collections and creditor payments to maintain healthy cash flow.
• Provide management with regular cash flow updates and forecasts.

• Record all stock movements including receipts, transfers, and dispatches of macadamia nuts.
• Maintain accurate stock registers and reconcile physical stock against records.
• Administer staff timesheets and ensure accuracy before submission for payroll processing.
• Record clock-in and clock-out times for all hourly wage workers and maintain attendance registers.
• Assist with payroll support documentation and staff records as required.

• Maintain organised filing systems for financial, operational, and compliance documentation.
• Capture and maintain production, drying, and delivery records.
• Perform data entry and record keeping for stock, deliveries, and processing activities.
• Ensure proper record keeping for audits, compliance, and facility regulations.

• Oversee daily office operations and maintain a professional, efficient environment.
• Manage office supplies, equipment, and administrative resources.
• Coordinate communication with suppliers, customers, transporters, and service providers.
• Assist with logistics documentation for macadamia nut deliveries, collections, and dispatches.
• Schedule meetings, appointments, and operational activities where necessary.

• Manage the quality control process for macadamia nut samples received at the facility.
• Oversee and supervise staff involved in the sampling and grading process.
• Ensure sampling is conducted in accordance with established quality standards and protocols.
• Record and report on sample results, identifying trends or quality concerns for management.
• Ensure compliance with food safety and processing standards applicable to macadamia handling.
• Ensure compliance with health and safety regulations within the processing facility, including maintaining relevant records and supporting management in meeting all statutory health and safety obligations.
• Investigate and address quality deviations, non-conformances, or supplier disputes related to product quality.

• Provide administrative and financial support to facility management.
• Assist with inventory tracking for packaging materials, chemicals, and farm inputs.
• Support stock control documentation related to macadamia nuts received, dried, stored, and dispatched.
• Perform any other reasonable duties assigned by management.

• Matric / Grade 12 (essential).
• Diploma or Certificate in Office Administration, Bookkeeping, Accounting, or equivalent (advantageous).
• Quality assurance or food safety certification is an advantage.

• Minimum 2–3 years' experience in an administrative or bookkeeping role.
• Experience with creditors, supplier reconciliations, and payment processing.
• Experience in an agricultural, food processing, or production environment is advantageous.
• Prior experience supervising staff in a quality or production setting is beneficial.

• Proficient in Microsoft Office Suite, particularly Excel (spreadsheets, formulas, reporting).
• Strong numerical literacy and attention to detail.
• Ability to work independently and manage time effectively under pressure.
• Valid driver's licence and own reliable transport (essential).