Lab Administrator

PRIMARY RESPONSIBILITIES

To assist the Admin Supervisor by effectively overseeing the Administrative functions of the division.

SPECIFIC RESPONSIBILITIES

Compliance & Employee Administration

• Monitor and track laboratory personnel induction and periodic medical schedules.
• Ensure all medical examinations and inductions are scheduled and completed before due dates.
• Coordinate entry and exit medical examinations.
• Obtain and provide exit medical certificates to the Laboratory Manager.
• Assist with onboarding and administrative setup of new employees.
• Capture and maintain accurate leave records.
• Prepare and submit overtime and shift allowance claims for Laboratory Manager approval.

Operational & Inventory Management

• Ensure adequate laboratory stock levels to support uninterrupted operations.
• Obtain supplier quotations and raise purchase requisitions as required.
• Maintain an up-to-date inventory.
• Conduct weekly stock-taking and inventory control.
• Prepare and submit monthly inventory reports to the Finance Department.
• Assist with preparation and setup of boardroom facilities for meetings.

Financial Administration

• Prepare monthly Pro Forma Invoices (PFIs) and tax invoices.
• Distribute PFIs and invoices to clients.
• Follow up on client Purchase Orders (POs).
• Monitor client payments and coordinate allocations.
• Compile and maintain debtors’ aging reports.
• Support the Laboratory Manager with financial tracking and reporting requirements.\

General duties

• Perform general Laboratory duties as required and within qualifications
• Maintain a clean working environment
• Complies with health and safety regulations.
• Keep relevant communications confidential
• Complies and conforms to the laboratory quality management system (ISO17025 and SANAS)
• Adhere to all quality and safety requirements of the SGS management system.
• Perform any other reasonable tasks as assigned by direct line manager.

COMPLIANCE & AUTHORITY

• Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection, and take action to address the hazard.
• Cease to carry on with work that may affect the quality (integrity) of services and take action to address the issue.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.

Education

• Senior certificate (Matric).
• Diploma or Certificate in Business Administration, Finance, or related field advantageous

Experience

• 2–3 years’ administrative experience (laboratory or technical environment preferred)
• Strong proficiency in MS Office (Excel, Word, Outlook)
• Experience with invoicing and inventory systems
• Experience with CCLAS Laboratory Information Management system (LIMS) advantageous
• Good understanding of financial processes and stock control

REQUIRED SKILLS

• Strong organizational and time management skills
• Attention to detail and accuracy
• Ability to manage multiple priorities
• Good communication and interpersonal skills
• Confidentiality and professional integrity
• Problem-solving ability

All your information will be kept confidential according to EEO guidelines.