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Administration Officer

4 months ago

Benoni, Gauteng, South Africa H Systems (Pty) Ltd. Full time

JOB PROFILE

JOB PURPOSE

The core purpose of the role is to provide administrative support to the branch and assume responsibility for all internal administration of the branch.


KEY PERFORMANCE AREAS

  • Administration
  • SHEQ Integrated Management System control

Administration

  • Administer Branch Inter Branch Transfers.
  • Post and receive Inter Branch Transfer (IBT) stock on SAGE.
  • Post and transfer Inter Branch Transfer (IBT) stock on SAGE.
  • Transfer Inter Branch Transfer (IBT) stock to Work In progress (WIP) on SAGE.
  • Administer branch credits, including:
  • Investigating of credit.
  • Collecting supporting documents.
  • Loading
- and processing of credits on SAGE.

  • Update creditnote spreadsheet with all credits processed.
  • Ensure all credits are passed by monthend.
  • Address all credit enquiries timeously.
  • Post Receiving of stock items (GRV) on SAGE.
  • Control branch Freight administration.
  • Update spreadsheet indicating driver drops and mileages daily.
  • Capture Fuel slips onto spreadsheet and raise irregularities with Management.
  • Reconcile fuel slips and Nedbank statement to fuel spreadsheet.
  • Post Goods Received Vouchers (GRV) for all fuel slips on SAGE.
  • Capture Freight waybills onto Freight spreadsheet daily and raise irregularities with management.
  • Reconcile Freight supplier Invoices to Freight Spreadsheet and post on SAGE.
  • Create purchase orders for vehicle maintenance on SAGE.
  • Review charges and escalate possible over/under charges.
  • Control Branch PODs.
  • Review PODs and ensure adherence to company requirements.
  • Ensure all PODs are received timeously by cross referencing to SAGE system.
  • Scan and send PODs as requested by stakeholders.
  • Control cash sales box, including:
  • Administer cash sales for all COD customers, ensuring correct amounts for purchase are received and receipts are issued.
  • Update and reconcile cash spreadsheet with all cash payments received.
  • Update and reconcile card payment spreadsheet with all card payment receipts received.
  • Post banking weekly.
  • Control petty cash box, including:
  • Capture petty cash expenses and raise discrepancies/irregularities with management.
  • Always ensure petty cash box balances.
  • Complete general administration duties as required by the needs of the branch.
  • Filing.
  • Archiving of historic documents.
  • Data capturing.
  • Add new employees to clockin system.
  • Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
  • Assist with other administrative tasks as required by the needs of the company.

SHEQ Integrated Management System control

  • Ensure adherence to the OHS Act.
  • Take reasonable care for the health and safety of themselves of other persons.
  • Cooperate with the employer to enable prescribed duties or requirements to be complied with.
  • Carry out any lawful order given and obey the health and safety rules and procedures.
  • Report any unsafe or unhealthy situation to the employer.
  • Report any incident to the employer.
  • Comply with health and safety plans
  • Ensure the administration office maintains and complies with standards of health and safety, and hygiene always.

KEY JOB REQUIREMENTS

QUALIFICATIONS

  • Grade 12 or equivalent.

EXPERIENCE

  • 2 years' experience in a similar position.
  • 4 years' experience in an administration field.

KNOWLEDGE REQUIREMENTS

  • Computer literacy with Proficiency in MS Excel at an intermediate level.
  • Proficient in SAGE / Pastel Evolution, or similar, at an intermediate level.
  • A thorough practical knowledge of best practices in administration processes.
  • Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

  • Attention to detail.
  • Able to work diligently and adhere to strict deadlines.
  • Strong analysing ability.
  • Strong organisational skills.

DISTINCTIVE COMPETENCIES FOR POSITION

  • Works in an orderly fashion.
  • Ensures that matters are handled in an orderly and accurate manner from start to finish.
  • Effectively handling detailed information and being consistently attentive to details.
  • Invests energy in checking their work for mistakes.
  • Has high quality standards for their own work.
  • Takes full responsibility for their own decisions.
  • Honours agreements.
  • Applies structure to their own work.
  • Keeps promises.
  • Handles sensitive information carefully.

REQUIREMENTS AS AN ADDED BENEFIT

  • Experience in the aluminium profiles, systems and accessories environment or similar.
  • Diploma in Business Administration or similar.