Financial and Construction Administrator

SUMMARY:
Financial and Construction Administrator
One of our clients within the construction industry is seeking a Financial and Construction Administrator to join their team in Johannesburg West.   The purpose of the position is to provide comprehensive administrative, procurement, accounts, stock control, fleet, plant and project administration support to ensure the efficient operation of the business. The successful candidate will be responsible for maintaining accurate records, coordinating suppliers, monitoring project progress, managing procurement processes and supporting management with timely reporting and administration.

POSITION INFO:
Minimum requirements: Minimum 3-5 years' experience in office administration. Minimum 2 years' experience in a relevant financial administration, accounts administration or construction administration role. Experience using Pastel Accounting. Pastel experience is essential. Procurement and Purchase Order experience. Stock control experience. Accounts administration and reconciliations. Experience with supplier invoices and payments. Microsoft Office Suite proficiency is essential, particularly Excel. Experience with tender documentation. Roles and responsibilities: Procurement & Purchase Order Administration Keeping Pastel accurate on a daily basis. Obtain supplier quotations for all requested materials and services. Verify quotations for correctness before submission for approval. Obtain approval from the Managing Director or delegated manager before issuing Purchase Orders (POs). Generate Purchase Orders on Pastel. Issue approved Purchase Orders to suppliers. Allocate every Purchase Order to the correct: Project Stand Number Cost Code (where applicable) Verify that the requested stand has not already been supplied by checking the Stock Allocation Register. Maintain accurate procurement records. Follow up continuously with suppliers to ensure on-time deliveries. Confirm delivery dates with suppliers and site management. Obtain signed delivery notes for every delivery. Match delivery notes against Purchase Orders. Capture received goods into Pastel. Resolve supplier discrepancies immediately. Stock Control & Inventory Management Maintain accurate stock records in Pastel and Excel. Keep the Excel Stock Allocation Schedule 100% up to date before and after stock orders. Ensure correct stand numbers are given from the sites. Allocate all purchased materials to the correct project and stand. Ensure stock values are accurately reflected per project. Update Stock Allocation Sheets daily. Investigate duplicate allocations. Monitor stock movements and balances. Assist management with stock reporting. Ensure all stock purchases are fully traceable. Plant & Equipment Administration Prepare plant status reports. Monitor equipment breakdowns. Record outstanding repairs. Follow up with mechanics. Monitor repair turnaround times. Record actions required. Ensure plant availability for projects. Maintain service records. Monitor maintenance schedules. Ensure all statutory requirements are up to date. Fleet Administration Vehicle licensing. Service schedules. Repair history. Maintenance costs. Tyres and replacements. Vehicle inspections. Licence disc renewals. Fleet compliance. Daily logging of plant on the Tracker system for cross-reference at month-end claims. Prepare fleet reports for management. Diesel Management Issue Purchase Orders for diesel purchases. Record diesel purchases. Allocate diesel to individual vehicles. Update the weekly and monthly Diesel Register. Prepare weekly diesel consumption reports. Submit diesel reports to management. Monitor unusual fuel consumption. Accounts Administration Capture supplier invoices in Pastel. Reconcile supplier invoices. Prepare payment schedules. Verify invoice accuracy. Ensure all supporting documentation is attached. Prepare supplier payment requests. Submit new supplier invoices for management approval. Upload approved payment requests to the Operations Group. Liaise with Finance regarding payments. Provide Proof of Payment to suppliers upon request. Perform general accounts administration and maintain accurate financial records. Assist with month-end supplier payments. Banking Administration Capture daily banking transactions. Reconcile bank transactions. Match payments to supplier accounts. Assist with month-end reconciliations. Ensure financial records remain accurate. Wages & Subcontractor Administration Receive wage submissions from sites by the 25th of each month. Verify wage claims. Match wages against completed milestones. Allocate wages to subcontractor milestone schedules. Update Stock Allocation Registers. Investigate missing milestone claims. Verify stand numbers claimed. Resolve discrepancies with site personnel. Assist with the processing and administration of monthly wages. Project Administration Attend all management meetings. Record project updates. Verify current stand allocations. Monitor project progress. Record outstanding site requirements. Update management action lists. Ensure stock requirements are communicated. Assist with project reporting. Provide general administrative support to the construction and project teams. Tender Administration Preparing tender documentation. Compiling pricing schedules. Administrative support during tender submissions. Document control. Submission of completed tenders. Maintaining tender registers. Liaise with Quantity Surveyors regarding tender documentation. Assist with the completion and preparation of tender documentation. General Office Administration Typing correspondence. Filing. Money collections. Keeping accurate records of monies due to the company. Document control. Preparing reports. Maintaining project files. Updating registers. Assisting management with ad hoc requests. Coordinating office administration and preparing any requested documents as and when required. Maintaining accurate records. Managing general financial and administrative duties. Ensure all financial and administrative documentation is accurately filed and maintained. Closing Date: Submissions for this vacancy will close on 10 August 2026 . Late applications may still be considered until 2 September 2026. Please Note: Thank you for submitting your CV to Marvel Placement Consultants. Should your application be successful, we will contact you. If you do not hear from us within two weeks of your application, please consider your application unsuccessful. Your details will remain on our database for possible future opportunities. PoPI Act Compliance: Marvel Placement Consultants adheres to the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) . Section 9 of PoPI states that \"Personal Information may only be processed if, given the purpose for which it is processed, it is adequate, relevant and not excessive.\"