Admin Manager

2 weeks ago

Cape Town, Western Cape, South Africa INTERCONNECT SYSTEMS Full time

SUMMARY OF POSITION
The Admin Manager is responsible for overseeing the administrative operations of the business. He/she will be in charge of the day-to-day function as well as supervising and supporting staff. Provide secretarial, administrative and sales support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to manager's working life and communication.

ROLES AND RESPONSIBILITIES
-
Administration Staff

  • Develop and manage the admin function of the Branch
  • Monitor the daily activities of the admin department
  • Ensure all staff adhere to the Company's rules, policies and procedures
-
Customer Care

  • Liaise with Clients and or Suppliers with regards to queries with PO's, invoicing and outstanding payments
  • Following up with Clients on workmanship and satisfaction of the job
  • Assist with sorting out any Client complaints and queries
-
Assisting Branch Manager

  • Assist the Branch Manager with his/her duties, operational activities and Branch objectives
  • Submit reports to the Branch Manager on operational finances, sales and procurement
  • Assist with decision making process to ensure objectives are met
-
Operational Administration

  • Where necessary, assist with operational planning
  • Opening and scheduling of jobs
  • Control and reconcile petty cash for the Branch
  • Provide accurate Sales Forecast to Head Office
  • Ensure the safekeeping of the Company' assets, including structures, equipment, inventory and petty cash
  • Make sure all assets are maintained and regularly reviewed and accounted for
  • Communicate, liaise, and negotiate internally to facilitate projects and assist with Project planning
  • Be able to read Bill of materials and understand the scope of work
-
Provide Administrative Support to Various Departments

  • Oversee and provide administrative support to various departments
  • Ensure all data is captured correctly and timeously
  • Administrative support to Debtors, Creditors and Stores as required
  • Buy and control consumables (e.g. office supplies, groceries, etc.) for the Branch
-
Basic HR

  • Induction of new employees
  • Arrange necessary training for employees
  • Submit leave forms, overtime, standby, attendance registers and warnings to Head Office on a monthly basis
-
Training

  • Train all admin staff in your Branch on how to effectively and efficiently do the following:
  • Use Syspro
  • Liaise with Clients and or Suppliers with regards to queries with PO's, invoicing and outstanding payments
  • Opening and scheduling of jobs
  • Control and reconcile petty cash for the Branch
  • Ensure the safekeeping of the Company' assets, including structures, equipment, inventory and petty cash
  • Make sure all assets are maintained and regularly reviewed and accounted for
  • Communicate, liaise, and negotiate internally to facilitate projects and assist with Project planning
  • Be able to read Bill of materials and understand the scope of work
  • Oversee and provide administrative support to various departments
  • Ensure all data is captured correctly and timeously
  • Provide administrative support to Debtors, Creditors and Stores
  • Buy and control consumables (e.g. office supplies, groceries, etc.) for the Branch
-
Sales Assistants responsibilities

  • Act as the point of contact between the manager and internal/external clients.
  • Screen and direct phone calls and distribute correspondence
  • Handle requests and queries appropriately
  • Take dictation and minutes
  • Produce reports, presentations and briefs
  • Devise and maintain office filing system
  • Computer literacy
  • Verbal and written articulacy
  • Professional discretion
  • Efficiency
  • Welldeveloped time management skills
  • Strong organisational skills
  • Extensive experience in creating documents and spreadsheets using office software such as MS Word, MS Excel and MS Powerpoint.
  • Ensure high levels of customer satisfaction through excellent sales service.
  • Maintain outstanding store condition and visual merchandising standards.
  • Maintain a fully stocked store
  • Ascertain customers needs and wants
  • Actively involved in receiving new shipments
  • Keep up to date with product information
  • Accurately describe product features and benefits
  • Follow all company policies and procedures
-
Health, Safety, Quality and Environmental Responsibilities

  • Report any deviations that could lead to an accident
  • Participate in Safety Training to improve safety standards
  • Report incidents and accidents before the end of a shift
  • Adhere to the Company's Health and Safety policy and procedure
  • Look after your own safety and that of other employees
  • Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
  • Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
  • Work with Customers, Colleagues and Contractors towards continual improvem

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