Administrator

ROLE OVERVIEW

We are seeking a highly organized, detail-driven Administrator to manage documentation, records, internal tracking, and operational paperwork.

This role does not approve payments, make executive decisions, or negotiate with suppliers.

The Administrator ensures structure, accuracy, and continuity across the business.

⸻

KEY RESPONSIBILITIES

Invoice & Finance Administration (Non-Approval Role)

• Log all incoming invoices into a master tracking sheet

• Assign internal invoice reference numbers

• Verify invoice accuracy (currency, totals, descriptions)

• Match invoices to purchase orders (if applicable)

• Send invoices to the accountant

• Track payment due dates

• Update payment status (Paid / Pending / Disputed)

• Flag discrepancies to management

Document Control & Filing

• Maintain structured cloud-based filing system

• Store and organize:

• Contracts

• NDAs

• Production agreements

• Tech packs

• Size specifications

• Patterns

• Embroidery/vector files

• Maintain version control

• Archive old collections and production runs

• Ensure secure digital backups

Production Paperwork Tracking

• Maintain production tracking sheets

• Track sample versions and revisions

• Record fabric batch numbers

• Log quality control (QC) reports

• Maintain factory contact database

• Track delivery timelines

• Store shipping and customs documentation

• Maintain bill of lading records

Compliance & Legal Support

• Maintain company registration documents

• Store tax certificates (SARS, EU, VAT, etc.)

• Track supplier compliance documentation

• Maintain trademark and brand registration records

• Ensure compliance documents are easily accessible

Inventory & Asset Records

• Track sample inventory

• Log showroom and PR samples

• Maintain sample movement records

• Track lost or damaged items

• Maintain archive collection records

Internal Process & Systems Support

• Maintain internal SOP documentation

• Update operational process guides

• Maintain payment calendars

• Track internal budgets (reporting only)

• Maintain supplier evaluation logs

• Record internal decisions where required

REQUIRED SKILLS

• Strong administrative experience

• Excellent attention to detail

• Experience with Excel / Google Sheets

• Strong filing and document management skills

• Comfortable working with international suppliers

• High confidentiality and discretion

• Calm under pressure

• Fashion or luxury industry experience preferred

SALARY RANGE

€800 – €1,200 per month, depending on experience.