Finance and Office Administrator

About JAG Site Support

JAG Site Support is a performance-driven industrial services company operating in demanding Valve and Pump engineering, maintenance, workshop, shutdown and site-support environments. Our work requires discipline, speed, accuracy, accountability and strong administrative control.

We are looking for an Office Administrator who is not passive, slow or reactive. This is a control-tower role that supports procurement, job cards, quotations, suppliers, inventory, vehicles, documents and daily office administration.

The attached role profile describes this type of administrator as someone who must keep projects, finances, systems, records and operational administration under control, while supporting procurement, contractors, reporting, filing, document control and stakeholder coordination.

Purpose of the Role

The Office Administrator will be responsible for ensuring that JAG’s office, procurement, job card support, supplier administration, inventory records and vehicle maintenance tracking are properly controlled.

This person must be highly organised, fast, disciplined, accurate and able to support the workshop, sales team, management and suppliers without constant supervision.

1. Procurement, Job Card Support & Supplier Sourcing

The Office Administrator will:

• Source and purchase materials, consumables and critical spares required for job cards.
• Request quotations from suppliers.
• Compare supplier pricing, quality, availability and delivery times.
• Negotiate better prices, payment terms and delivery arrangements with suppliers.
• Follow up with suppliers until goods are delivered.
• Ensure purchases are linked to the correct job card, project or department.
• Support urgent procurement for workshop and site work.
• Maintain good relationships with suppliers.
• Keep records of supplier quotations, purchase orders, delivery notes and invoices.

2. Data Capturing, Filing & Administration

The Office Administrator will:

• Capture procurement, inventory, job card and vehicle information accurately.
• Maintain proper physical and electronic filing systems.
• File quotations, supplier invoices, delivery notes, purchase orders and procurement documents.
• Ensure documents are easy to retrieve for management, finance and audits.
• Maintain clean administrative records.
• Support document control, version control and record keeping.

3. Inventory Control

The Office Administrator will:

• Track critical spares and consumables.
• Update stock records when items are purchased, issued or returned.
• Monitor minimum stock levels.
• Alert management when critical stock is running low.
• Assist with stock counts and stock variance investigations.
• Help prevent stock shortages, wastage, loss and uncontrolled issuing.

4. Vehicle Maintenance Tracking

The Office Administrator will:

• Maintain a vehicle maintenance register.
• Track vehicle licence disc renewal dates.
• Track vehicle service dates and mileage.
• Follow up on vehicle repairs and service bookings.
• Keep vehicle files updated.
• Ensure management is alerted before vehicle documents expire.
• Help ensure company vehicles remain roadworthy and operational.

5. Sales Team & Quotation Support

The Office Administrator will:

• Assist the sales team with supplier pricing for quotations.
• Source cost inputs required for customer quotes.
• Help prepare quotation support documents.
• Follow up with suppliers for pricing and availability.
• Ensure quotation information is accurate and submitted on time.
• Support communication between sales, procurement and operations.

6. Office Administration & Coordination

The Office Administrator will:

• Support daily office operations.
• Manage stationery, office supplies and general administration.
• Assist with meeting coordination, minutes and action tracking.
• Support management with reports, schedules and administrative follow-ups.
• Communicate professionally with suppliers, customers and internal staff.
• Assist with HR and training administration where required

Minimum Requirements

Applicants should have:

• Diploma or Degree in Administration, Finance, Bookkeeping, Procurement, Business Administration or similar.
• Experience in procurement, office administration, stores, inventory, finance administration or project administration.
• Good computer skills, especially Microsoft Excel, Word, Outlook and filing systems.
• Strong attention to detail.
• Ability to work under pressure.
• Good communication skills.
• Supplier negotiation experience will be an advantage.
• Experience in engineering, industrial services, mining, maintenance, construction or workshop environments will be an advantage.
• Stock system or accounting system experience will be an advantage.

Required Skills and Personal Attributes

The ideal candidate must be:

• Highly organised
• Fast and accurate
• Proactive
• Honest and reliable
• Strong with follow-ups
• Comfortable dealing with suppliers
• Able to negotiate
• Good with filing and record keeping
• Able to support both sales and operations
• Able to work with job cards, stock, vehicles and procurement documents
• Able to handle pressure without becoming chaotic

Key Performance Indicators

KPI

Target

Procurement documents filed correctly

100%

Supplier quotes requested on time

100%

Job card material requests actioned

Same day / within agreed deadline

Critical stock records updated

Weekly

Vehicle licence and service dates tracked

100%

Supplier follow-ups completed

100%

Quotation support provided to sales on time

100%

Missing procurement documents

Stock shortages caused by poor administration

Performance Culture

This role is not for someone who waits to be chased.

At JAG, the Office Administrator must take ownership. If materials are needed, suppliers must be followed up. If stock is low, management must be alerted. If a vehicle licence is expiring, it must be raised before it becomes a problem. If sales needs pricing, suppliers must be pushed until answers are received.

Market Related

State Absolute Minimum Salary required in your application

Interested candidates should submit:

• Updated CV
• Copies of qualifications
• Contactable references
• Expected salary
• Notice period

to ***email_hidden***