Admin Manager

2 weeks ago

Durbanville, Western Cape, South Africa INTERCONNECT SYSTEMS Full time

SUMMARY OF POSITION


The Administrative Manager is responsible for overseeing the daily administrative operations of the branch, including managing office facilities, supervising support staff, and managing administrative procedures.

The Administrative Manager will work closely with department heads to ensure that administrative processes will be aligned with branch, reginal and organizational goals and objectives and will take charge of various projects and initiatives to improve office efficiency and effectiveness.

Additionally, this role includes elements of governance.

Specifically, the Administrative Manager needs to report any discrepancies, suspicions, corruption, or theft that may arise in a branch to Head Office.


ROLES AND RESPONSIBILITIES
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Administration

  • Overseeing daily operations: The administrative manager will be responsible for ensuring that all administrative functions of the branch are running smoothly. This includes supervising staff, managing budgets, and ensuring compliance with organizational policies and procedures.
  • Managing personnel: The administrative manager will be responsible for hiring, training, and supervising administrative and office support staff (stores, cleaner and gardener). They will also be responsible for setting goals and objectives for the team and evaluating their performance. Conduct performance evaluations and provide feedback to support staff. Collaborate with department heads to identify and resolve administrative issues and concerns.
  • Budgeting and financial management: The administrative manager will be responsible for creating and managing budgets for the administrative department. This includes tracking expenses, preparing financial reports, reviewing/understanding the branch income statement, and ensuring that the department operates within its allocated budgets and that projects do not run over the set margins given by the Sales Department. Ensuring that all future costs relating to current jobs be recorded and monitored.
  • Project management: The administrative manager may also be responsible for overseeing and managing projects within the administrative department, such as developing new policies or implementing new procedures with assistance from the National Admin Manager. This can also include overseeing current projects that is being done through the Operations department, keeping track of expenses, and ensuring that the project operates within its allocated margin (budget).
  • Assist with the implementation of initiatives through the human capital department such as the HEART values programme, onboarding and induction, training, and development (LMS), mentorship and coaching (ensuring staff has tablet or laptop to do sessions) etc.
  • Strategic planning: The administrative manager will be responsible for developing and implementing strategic plans for the administrative department, to ensure that it is aligned with the branch, region and organization's overall goals and objectives.
  • Recordkeeping and documentation: The administrative manager will be responsible for maintaining accurate records and documentation for the administrative department. This will include maintaining employee files, financial records, overtime records and other important documents for example disciplinary documents etc.
  • Continuous improvement: The administrative manager will be responsible for identifying areas for improvement within the administrative department and developing strategies and to addressing them with the National Admin Manager should any processes be reviewed or changed. This will involve implementing new technologies or processes or providing additional training to staff.
  • Governance: Reporting of all discrepancies, suspicions, corruption, or theft of any employee in the branch to head office in a timely and accurate manner.
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Assisting the Branch Manager

  • Branch Support: Provide support to the branch manager by helping him/her with tasks such as budgeting, staffing, inventory management, and other daytoday administrative tasks.
  • Training and Development: Support the branch manager by providing training and development opportunities to help him/her improve the administrative department's skills and knowledge. This could include inhouse training, external training, leadership development, or other relevant areas.
  • Communication: It's important for the administrative manager to maintain open lines of communication with the branch manager to ensure they are aware of any updates, changes, or challenges that may arise. This can include regular checkins, team meetings, and other communication channels.
  • Problemsolving: Support the branch manager by helping him/her solve problems that may arise. This could include addressing customer complaints, resolving operational/stores issues, or other challenges that may arise.
  • Resource Allocation: Support the branch manager by allocating resources such as staff, equipment, and funding

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