Regional Administrative Manager

2 weeks ago

Cape Town, South Africa Pro Stop Recruitment Services Full time
Job title : Regional Administrative Manager Job Location : Western Cape, Cape Town Deadline : January 05, 2025 Quick Recommended Links
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Job Description

  • This role requires an organized, detail-oriented individual who can manage multiple administrative functions effectively while ensuring compliance with company policies and statutory requirements.

Qualifications

Administrative Coordination

  • Maintain personnel files for new and former employees in compliance with company policy.
  • Accurately update data on the Easy Roster system as needed.
  • Complete, submit, and process requisitions and orders per company policy.
  • Maintain accurate records for the the Fleet of Motor Vehicles and submit required schedules to Head Office.
  • Manage uniform requisitions, orders, and stock levels.
  • Ensure timely and accurate submission of provident fund claims and assist employees with form completion.
  • Stay updated on changes to provident fund rules and ensure compliance.
  • Follow up on all outstanding provident fund and WCA claims until finalized.
  • Ensure accurate and timely filing and archiving for a neat and organized office.
  • Comply with all administrative policies and procedures outlined in the Admin Guideline Manual and Policy & Procedure Manual.

Staff and System Management

  • Monitor and assess junior administrators to ensure compliance with their duties and responsibilities.
  • Safeguard the integrity of information on Easy Roster and prevent unauthorized access or misuse.
  • Compile, double-check, and submit all monthly schedules (e.g., salary, polygraph, and CCMA schedules).
  • Maintain up-to-date records for asset registers, training, and skills inventories and submit schedules to Head Office as required.

Resource Management

  • Manage requisitions and orders for stationery, ensuring accurate stock records.
  • Keep insurance claims updated and assist with accurate claim form submissions.
  • Maintain petty cash and informer fund schedules weekly and ensure accurate reconciliation at month-end.
  • Address pay queries at the regional level before escalating unresolved issues to Head Office.

General Administration

  • Respond to Head Office queries promptly and ensure communication regarding financial implications.
  • Comply with all operational and administrative instructions issued by SSS Head Office.
  • Investigate pay queries thoroughly and ensure accurate completion of advance payment schedules.
  • Manage overtime records and applications for "paid time off" in line with company policies.

General Duties

  • Familiarize and adhere to company policies, statutory requirements, and updates.
  • Ensure confidentiality of all sensitive information, including employee files and Easy Roster data.
  • Report emergencies to the Divisional Manager and Head Office and take corrective measures as necessary.
  • Maintain compliance with confidentiality and document control protocols.
  • Ensure adherence to working hours (8 am to 4 pm, Monday to Friday, excluding lunch breaks) unless otherwise agreed in writing.

Qualifications and Skills

  • Minimum Requirements: Matric certificate.
  • Advantageous: Administration-related formal education or qualifications.
  • Fluent in English with strong communication skills.
  • Ability to work under pressure, independently, and as part of a team.
  • Problem-solving skills and initiative.
  • Proficiency in MS Word, Excel, email, and typing.
  • Knowledge of the security industry, Easy Roster, UIF, and WCA processes is an advantage.
  • Experience with pension/provident funds is preferred.

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