Production Centre Administrator

Our client, an established business operating within the agricultural production sector, is seeking an organised and detail-oriented Production Centre Administrator.

The position is based in Cape Town's northern suburbs, within the broader Durbanville and Fisantekraal area.

The successful candidate will support the daily operation of the production centre by maintaining accurate production, dispatch, stock, quality, human resources and administrative records.

This is a hands-on administrative position requiring strong record-keeping skills, attention to detail and the ability to manage several responsibilities within a busy production environment. The role is essential to ensuring that production records remain complete and traceable, orders are dispatched without unnecessary delays and quality documentation is maintained in an audit-ready condition.

Key Responsibilities

Production Administration

• Open job cards for confirmed production orders.
• Maintain production registers and customer order files.
• Record planned and completed production activities.
• Capture daily production and mixing information accurately.
• Maintain product traceability records, labels and retention-sample information.
• Record relevant quality readings where required.
• Provide customers with updates regarding the progress of their orders.
• Ensure production documentation is complete, accurate and filed correctly.

Dispatch and Documentation

• Prepare delivery notes and verify them against approved quotations and orders.
• Process documentation for full and partial order collections.
• Book courier and third-party collections.
• Prepare and issue waybills.
• Scan and submit delivery notes and supporting documentation to Finance for invoicing.
• Ensure dispatch documentation is completed and distributed promptly.

Procurement and Receiving

• Monitor minimum stock levels for production materials, packaging and office consumables.
• Place approved orders for required materials and supplies.
• Check incoming deliveries against orders and supporting documentation.
• Complete receiving-inspection forms and maintain the receiving register.
• Submit supplier documentation to Finance.
• Report damaged, incorrect or incomplete deliveries.

Stock Administration

• Maintain weekly stock registers and stock-movement records.
• Coordinate and record monthly stock counts.
• Submit stock-count results within the required deadlines.
• Ensure inventory is correctly labelled and traceable.
• Support the use of first-in, first-out stock-management principles.
• Coordinate requests for materials and spares from other operational locations where required.

Human Resources Administration

• Maintain accurate employee timesheets and submit them within the required timeframes.
• Complete and process employee leave documentation.
• Assist with the preparation and administration of employment contracts.
• Maintain accurate employee information on the relevant management system.
• Maintain the personal protective equipment register.
• Support workplace health and safety records and meetings.
• Schedule and record employee induction and work-instruction training.

Quality and Maintenance Records

• Maintain accurate Quality Management System records.
• Support compliance with ISO 9001 requirements.
• Issue and maintain scheduled maintenance templates.
• Capture maintenance activities, equipment breakdowns and supporting documentation.
• Maintain calibration and verification records.
• Assist with document updates and internal or external audits.
• Ensure quality and maintenance records remain complete, current and audit-ready.

Finance and Reporting Support

• Prepare quotations when required.
• Assist with production costings and price reviews.
• Maintain the production centre's asset register.
• Prepare weekly production updates.
• Compile monthly administrative reports covering production, dispatch, stock, human resources and quality records.
• Submit reports accurately and within the required deadlines.

Office and Reception Administration

• Welcome customers, visitors, drivers and other people arriving at the production centre.
• Maintain a friendly and professional reception environment.
• Coordinate routine warehouse, office and bathroom cleaning.
• Ensure the office remains stocked, tidy and presentable.
• Support the smooth day-to-day administration of the production centre.

Minimum Requirements

• Grade 12.
• Two to three years of administrative experience.
• Previous experience within a production, manufacturing, agricultural or warehouse environment would be beneficial.
• Strong Microsoft Office skills, particularly Microsoft Excel.
• Strong written and spoken English.
• Valid driver's licence.
• Accurate and consistent record-keeping ability.
• Strong attention to detail.
• Ability to manage multiple responsibilities and deadlines.

Advantageous Requirements

• A post-matric certificate or diploma in Office Administration, Business Administration, Logistics or a related field.
• Experience working with ISO 9001 or another quality-management system.
• Previous stock-control experience.
• Timesheet or human resources administration experience.
• Afrikaans or isiXhosa communication skills.

Key Competencies

• Strong planning and organisational skills.
• High level of accuracy and attention to detail.
• Ability to take ownership and follow tasks through to completion.
• Effective time-management skills.
• Ability to prioritise competing responsibilities.
• Strong written and verbal communication.
• Professional customer-service skills.
• Ability to work independently and as part of a small team.
• Comfortable working within a hands-on production environment.
• Friendly and professional approach when dealing with customers, suppliers and visitors.

What the Role Offers

• Training on the organisation's production systems and quality-management processes.
• The opportunity to work within a small and collaborative operational team.