Office Administration Manager

2 weeks ago


Johannesburg, South Africa Hawk High Pressure Pumps Full time

**Job Purpose**:
To keep the Joburg branch compliant with all policies, both internal and external. Ensure OHS Compliance. Assist with creating Marketing content. Perform HR duties for the JHB branch. Office manager duties onsite ensuring day to day activities are being done correctly and removing obstacles for staff to do their duties.

**Core Competencies**:

- Organised and systematic
- Excellent written and verbal communication skills.
- Good communicator
- Team player
- Adequate product knowledge
- Customer service orientated
- Good negotiator
- Computer literate
- Attention to detail
- Analytical

**Qualifications, Skills and Expertise**:

- Matric
- 5 - 10 years in similar role
- Experience with processes and systems (set up as well as implementation)
- HR background beneficial
- Procurement background beneficial
- OHS background beneficial
- Strong organisational skills
- Good understanding of sourcing and ability to maintain vendor relationships
- Use and interpret data to determine purchasing needs and perform inventory management tasks
- Excellent interpersonal skills in dealing with team members, management, and vendors
- Excellent verbal and written communication
- Computer literate (Outlook, Excel, word, and Omni)

**Behaviours**:

- Maintain confidentiality
- Solution orientated
- Can-do attitude
- Strict attention to detail and accuracy
- Team player
- Friendly, helpful, and well presented
- Self-motivated
- Trustworthy

**Tasks, Duties and Responsibilities**:
**1.** **JHB Compliance**

1.1. Ensure all company policies, systems and procedures are followed

1.2. Ensure all health and safety policies and procedures are followed

1.3. Ensure all statutory requirements regarding branch operations are implemented

**2.** **Human Resources**

2.1. Issue letters of offer and contracts of employment

2.2. Induction of new staff (JHB)

2.3. Using SEESA, Issue Disciplinary Action (perform all investigations, issue written warnings, act on behalf of the company, dismissals)

2.4. Policy Writing

2.5. Design job descriptions

2.6. JHB Staff training management (forklift, first aid, fire, sales etc.)

2.7. Leave management for branch

2.8. Maintain/manage/ design processes and workflows within the branch (aligning to Durban)

2.9. Communication link between Head office and JHB staff

2.10. Obtaining and maintain all staff paperwork (liberty, EEA1, personal details etc.)

2.11. HR Filing

2.12. Business Cards ordering

2.13. Staff medicals

2.14. Coordinating staff meetings with medical aid broker

2.15. Assisting staff with HR queries

2.16. Ensuring all legislative notices/posters/meeting minutes are displayed as per requirements

2.17. Exit staff

**3.** **Stores**

3.1. Actively engage with staff throughout the day to be as hands-on as possible

3.2. Manage procurement

3.3. Pull weekly stock re-order list for branch (Jackie verifies)

3.4. Stock investigations

3.5. Stock Count (stock take as well as overseeing weekly checks)

3.6. Negotiate supplier discounts

3.7. Collect stock from suppliers

3.8. Check SO’s sent to stores for compliance issues

3.9. Monitor Sales Order on shelf and follow up with sales for dispatch

**4.** **Admin**

4.1. Team reports to me

4.2. Approve credit notes - ensuring compliance

4.3. Issue and manage Delivery Notes

4.4. Sales Reports (zero rated invoices and Cross Border zero rated VAT invoice management)

4.5. Manage petty cash:
4.5.1. Petty cash details updated into the A4 Petty Cash Workbook and updated into the Petty Cash excel spreadsheet on the server every morning

4.5.2. Issue petty cash payments, keeping records

4.5.3. Issue petty cash box to Dorcus and reconcile receipts with cash and keep records

4.5.4. Prepare banking on last day of the month (or earlier in month if limit is reached earlier

4.6. Resolve customer queries

4.7. Assest register update

4.8. Oversee filing and filing systems, ensuring alignment with DBN and do spot checks

4.9. Monitor vehicle management

4.9.1. Licensing (Nominated Licensing Department Proxy)

4.9.2. Service and repairs of JHB fleet (incl. forklift)

4.9.3. Car track unit installation and monitoring

4.9.4. Do physical vehicle and Hyster inspection once a month

4.10. Staff Welfare Days - e.g. Christmas function

4.11. Grocery and office supplies procurement

4.12. Building Signage

4.13. Customer queries

**5.** **IT Management On-site**

5.1. Ensure network infrastructure (internet/phones) is operational

5.2. Sorting PC issues and escalating where needed

5.3. Sorting out Card Machine issues

5.5. Printer fault reporting and toner supply ordering

**6.** **Health and Safety**

6.1. Manages checklists

6.2. Arrange, track and coordinate staff medicals

6.3. Toolbox talks

6.4. Fire

6.5. First Aid Box Management

6.6. Incident Reporting

6.7. PPE and uniform management (ordering/issuing/reporting)

6.8. Hot works Certificate Authorisation and management

6.9. Ensuring House Keeping done in the branch

6.10. Ensuring bu


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