Senior Administrator - Farm, Retail Orders and Logistics

SUMMARY:
This person will be required to assist the Financial Manager in running the farm’s day-to-day administration with a strong financial admin focus while supporting the Sales Manager when needed on retailer operations, running daily retailer orders, transport bookings and invoicing across all major retailers; assist with debtors and incoming orders; keep portals and paperwork up to date; and keep information flowing between finance, sales, packhouse/operations and logistics—so orders stay accurate, trucks are booked on time, and records remain clean and compliant.

POSITION INFO:
Overview of duties:

Financial Administration:

• Provide end-to-end financial admin support to the Financial Manager.
• Capture and maintain accurate financial records (journals, petty cash, expense claims, cost allocations).
• Prepare month-end files and audit packs (supporting documents, reconciliations, schedules).
• Assist with stock/costing updates (inputs, packaging, price lists) and basic variance checks.
• Maintain supplier and customer compliance documents (tax certificates, contracts, renewals).
• Systems: Must have worked with accounting software, Xero beneficial.

• Support the Sales Manager with all debtor processes: generate invoices, statements, PODs; allocate receipts; chase outstanding payments
• Set up new customer accounts (retailers/wholesalers), ensure contracts, trading terms and compliance docs are complete.
• Resolve pricing/quantity queries with retailers and internal teams.

• Receive, confirm and capture retailer orders; verify pricing, pack sizes and delivery windows.
• Issue picking/dispatch paperwork; coordinate with packhouse/logistics for on-time deliveries.
• Track orders to POD, file PODs and credits, and keep customers updated proactively.
• Maintain product and customer master data (SKUs, barcodes, pack configs, promo pricing)

• VERY strong general administration skills
• Debtors and creditors experience
• Accounting software, Xero beneficial and strong Excel skills
• 3+ years in fresh-produce/FMCG sales admin, transport or order coordination
• Experience with retailer portals beneficial.
• Fluent in English and Afrikaans
• Ability to learn quickly, juggle changing plans, tight cut-offs and multiple stakeholders.