Service Desk: Admin Manager

2 weeks ago

Cape Town, South Africa INTERCONNECT SYSTEMS Full time

**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
- **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 improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services
- **Any other reasonable duties and responsibilities in line with your capabilities and at the**

**request of your Superior**

**JOB REQUIREMENTS**
- Minimum of Grade 12 or equivalent
- A degree or diploma would be an advantage
- Minimum 5 years’ experience in costing, administration and financial functions
- Proficient in MS Office and Syspro
- Strong managerial, leadership and conflict management skills
- Have a good understanding of an operations profitability and what effects it
- Be able to write a project plan, scope of work and produce quotations
- Excellent verbal and written communication skills in English and Afrikaans
- Valid driver’s license and own vehicle essential

**BEHAVIOURAL REQUIREMENTS**
- Must be able to motivate and bring out the best in the employees
- Must be unbiased and objective in the management and advancement of staff
- Must be able to work independently as well as in a team
- Must be able to adapt new strategies to react to changing business trends
- Must consistently maintain a high level of integrity, honesty and reliability
- Must have exceptional attention to detail, be results and detail driven, and goal orientated
- Must have excellent organisational, planning, multitasking and administrative skills
- Must be able to prioritise jobs, perform under press

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