Gillian Smith

Highly organised and detail-oriented Administrator with over 10 years of experience across office administration, finance, HR, procurement, logistics and client support. Experienced in managing day-to-day administrative processes, professional correspondence, invoicing, purchase orders, record keeping, payroll support, inventory administration and supplier/client coordination. Proficient in Microsoft Office and experienced across multiple Sage and ERP systems, with a strong ability to learn and manage structured business processes.

Recognised for accuracy, reliability, proactive problem-solving and effective communication, with the ability to prioritise multiple responsibilities and maintain high administrative standards in fast-paced environments.

Administrator – Operations / Procurement at TA Document Company (Pty) Ltd (2020-03 – Present)

Provide day-to-day administrative support across operations, procurement, inventory, logistics and client service functions.

• Handle professional email correspondence and coordination with clients, dealers, suppliers, warehouse teams and freight forwarders.
• Create and process purchase requisitions, purchase orders, invoices, credit notes, GRVs and related documentation on Pastel/BPO.
• Maintain accurate digital records of orders, back orders, stock, client information, product codes and serialized items.
• Monitor and update back-order tracking, ensuring order status, quantities and supplier information remain accurate.
• Coordinate local and international orders, including airfreight and sea-freight documentation and shipment follow-up.
• Compile and verify commercial invoices, packing lists, waybills, clearing documents, costing sheets and supporting billing packs.
• Compare supplier invoices against purchase requisitions/orders and verify pricing, quantities and supporting documentation.
• Prepare and maintain stock-on-hand, stock valuation, sales and re-order reports using Excel, including PivotTables.
• Liaise with warehouse staff to confirm stock, serial numbers, receipts and discrepancies and to ensure documentation is complete.
• Request and compare courier/freight quotations and assist with cost-effective transport and import arrangements.
• Process client invoices and ensure collection/delivery details and supporting documents are communicated accurately.
• Coordinate dealer/client installation workflows, including quotations, payment requests, courier arrangements, delivery documents and follow-up to completion.
• Perform general office administration and ad hoc duties while maintaining a high level of accuracy and confidentiality.

Administrator – Finance / HR at UBUD Developments (Pty) Ltd t/a Anchor Properties (2019-03 – 2019-12)

Provided administrative support to the Finance and HR Manager in a busy office environment.

• Handled incoming calls, directed enquiries and assisted with general reception and office administration.
• Processed and monitored invoices, quotations, proformas, credit notes, refunds, purchases and company expenses.
• Performed creditor reconciliations and maintained accurate financial and administrative records.
• Captured and tracked company assets, stock, telecoms, rates, utilities, petrol card transactions and other recurring expenses.
• Assisted with payroll preparation by calculating days and overtime, capturing and filing timesheets, deductions, contributions and leave.
• Captured payroll information on Sage VIP and liaised with managers and employees regarding staff queries.
• Prepared weekly expense estimates and assisted with cash-flow administration.
• Prepared and maintained staff benefit fund submissions and other HR-related documentation.

Administrative Assistant – Invoicing / Finance at Jeffart Signs (Pty) Ltd (2013-07 – 2019-03)

Supported invoicing and finance administration, including matching orders to invoices and checking job-card documentation.

• Prepared comprehensive quotations and captured operational records accurately.
• Captured installers' daily installation diaries and calculated overtime hours.
• Prepared trip expense summaries and trip-control documentation.
• Handled installation and general client/staff queries by telephone and assisted with reception duties.
• Maintained physical and computerised filing systems and ensured documentation was complete and accessible.
• Provided administrative support to invoicing and other departments as required.

Office Administrator & Recruiter (Temporary) at The Workforce Group (2012-08 – 2013-02)

Supported recruitment and office administration processes, including filing and document collection.

• Conducted criminal checks, issued PPE and maintained uniform stock records.
• Arranged outsourced staff transport and assisted with ensuring client requirements were met.
• Handled telephone messages, general queries and administrative follow-up.
• Conducted site visits to obtain required documentation.

Matric – Atlantis Senior Secondary (2009)