Administration Officer Job at H-Systems (South Africa): Requirements, Duties & How to Apply

Administration Officer Job at H-Systems (South Africa): Requirements, Duties & How to Apply

H-Systems (Pty) Ltd is recruiting an Administration Officer to keep branch operations running smoothly—covering stock movement on SAGE/Pastel Evolution, credits control, PODs, freight admin, fuel reconciliations and SHEQ reporting. This guide explains the role, who should apply, and the steps to submit a strong application.

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Introduction

Employer: H-Systems (Pty) Ltd
Role: Administration Officer (Branch Operations)
Location: Kempton Park, Gauteng (typical branch base)
Focus: End-to-end admin across IBT stock, credits, GRVs, freight, fuel, cash/card boxes and document control, plus support for the SHEQ Integrated Management System.

Why this role matters / Opportunities

• Operations backbone: You’ll be the hub linking warehouse, finance, sales and logistics.
• Skills depth: Hands-on exposure to SAGE/Pastel Evolution, GRVs, freight invoices and reconciliations—great for progressing into branch admin, stock control or finance support roles.
• Industrial environment: Work with aluminium/powder-coating product lines and learn ISO/SHEQ compliance in practice.

Key responsibilities (what you’ll do)

Administration

• Administer Inter Branch Transfers (IBT); post/receive/transfer IBT stock and move to WIP on SAGE.
• Manage branch credits: investigate, collect supporting documents, load/process on SAGE, update credit-note spreadsheet, ensure month-end cut-off.
• Post GRVs for stock and fuel; reconcile fuel slips vs Nedbank; flag irregularities.
• Control freight admin: capture waybills, reconcile supplier invoices to spreadsheets, post on SAGE.
• Create POs for vehicle maintenance; review charges and escalate variances.
• Control PODs: review for compliance, cross-reference in SAGE, scan and distribute to stakeholders.
• Manage cash/card sales boxes and petty cash: capture, reconcile and bank weekly.
• General admin: filing, archiving, data capture, meeting refreshments; add new employees to the clock-in system; arrange printer/bathroom services.
• Support other branch admin: top-up stock orders, powder-coating admin, RTS on SAGE, and office-supplies control.

SHEQ Integrated Management System

• Comply with the OHS Act and company health & safety rules; report incidents/risks and participate in IMS activities.
• Maintain hygiene and safety standards in the Admin Department at all times.

Requirements (who should apply)

• Qualifications: Grade 12 (Matric) or equivalent.
• Experience: ±2 years in a similar role and ±4 years in administration.
• Systems: Intermediate MS Excel; intermediate SAGE / Pastel Evolution (or similar).
• Knowledge: Solid admin best-practice; awareness of ISO standards relevant to the role.
• Competencies: Accuracy, problem-solving, planning & organising, communication, customer focus, resilience, and comfort with data processing/technology.

How to apply (step-by-step)

1. Prepare your documents: ID, CV with measurable admin achievements, Matric, any SAGE/Pastel certificates, recent payslip (if requested) and references.
2. Apply online: Submit your application via the official H-Systems vacancy on the Job Central (Direct Hire) portal or through the company’s careers page (links below).
3. Keep proof: Save your application confirmation and track status via the portal/email.
4. Assessments: Be ready for Excel/SAGE practicals and competency interviews focused on reconciliations, month-end cut-offs and SHEQ awareness.

Common challenges

• Incomplete reconciliations: Petrol/freight mismatches are common—show you can investigate and resolve exceptions fast.
• Spreadsheet errors: Test your Excel (VLOOKUP/XLOOKUP, filters, pivots, data validation) before interviews.
• Cut-off discipline: Credits and GRVs must be posted before month-end—explain your close-out routine.

Tips for success

• Quantify impact: “Reconciled 300+ fuel slips/month with 0.5% variance; reduced freight invoice discrepancies by 18%.”
• SAGE fluency: Be ready to describe IBT, GRV, WIP and RTS flows in SAGE/Pastel Evolution.
• Controls mindset: Mention segregation of duties, audit trails, POD governance and document retention.
• SHEQ readiness: Reference OHS awareness and how you escalate incidents/non-conformances.

Useful resources (official)

• Administration Officer — Job Central (Direct Hire) listing
• H-Systems Careers (official)
• H-Systems (company website)

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Conclusion

If you’re an organised administrator with SAGE/Pastel Evolution experience, this role offers serious exposure to branch operations, reconciliations and SHEQ. Apply online via the official portals above and prepare examples that show speed, accuracy and month-end reliability.