Mascor Caltex: Administrative Specialist

Mascor is a Company consisting of franchised Automotive, agricultural mechanisation, construction, forestry and fuel. With more than 50 years in the industry, we offer prestige brands such as John Deere, Toyota and Warath while our highly skilled staff provides professional and high-quality service and standards of workmanship.
Mascor is currently looking for an Administrative Specialist at their Caltex Malelane Fuel division to support management in the day to day supervisory and administrative tasks.

**RESPONSIBILITIES**:

- Assist Manager in the recruiting, recommending for hire, and training, positive individuals to become excellent service providers.
- Motivate, encourage, and challenge all employees to increase turnover and market share for the business.
- Actively encouraging any marketing action and preparation by the manager.
- Scheduling daily job assignments.
- Report possible disciplinary actions required to the manager.
- Compile & complete time and overtime sheets on a monthly basis and forward to the branch manager timeously.
- Enforce established daily operating procedures to ensure efficient and professional service delivery of the business.
- Assist the manager in conducting meetings as needed with employees
- Daily preparation and reconciliation of all staff hours worked - shift roster, leave etc.
- Payroll preparation to meet deadlines.
- Payment preparation for all casual staff.
- Attend regular safety and Security Meetings and assist the manager in enforcing Safety and Security.
- Report and all employee and/ or customer incidents or accidents.
- Daily liaison and troubleshooting with cashiers, customers, suppliers, and head office.
- Attend to repairs and maintenance issues and escalate.
- Assist in monthly stock taking where necessary and escalate
- Inventory management daily perpetual on Fuel & C Store.
- Periodic accounting and auditing of each section
- Perform a daily shift change, draw reports from the fuel sub system, balancing of dips/ATG. Use reports to update the Head Office activity spreadsheet.
- Draw end of day reports to extract the shop figures to balance the money and sales. Check GP of all products while working through the document. Use reports to update Head Office activity spreadsheet.
- Instruct Shop supervisor to rectify shop GP’s if not correct.
- Daily cashier float administration and reconciliation per shift.
- Place orders for fuel if required.
- Perform daily processing of all fuel received per shift.
- Draw reports daily and reconciliation of star-card sales where applicable.
- Capture fuel invoices to client accounts daily.
- Capture and balance all sales onto the accounting system daily.
- Prepare and process all shop invoices for payment.
- Follow up on client payments and get proof of their payment on the accounts.
- Change subsystem, speed points, and pumps pricing monthly.
- Allocation of customer’s payments received daily.
- Daily petty cash administration and reconciliation.
- Daily reconciling & balancing of all cash/cards to sales per shift for Driveway/ Shop
- Daily reconciliation of the banking - Cash = Smart Safe, Cards = Bank Merchant statement. Follow up with cashnet/ banks on any discrepancies.
- Weekly shop declaration preparation and approval for submission. Reconciliation to payment made to franchise.
- Daily updating of Wet stock analysis for franchise.
- Reconcile and Issue oil stock for each shift,
- Daily/monthly reconciliation of resale pricing and profit margins
- Daily/Monthly Inventory reconciliation - receiving, pricing, stock taking, shrinkage.
- Month-end documentation to be captured and then balanced to subsystems. Stock Status management is done on price changes and month-ends

**REQUIREMENTS**:
**Education**:

- Min: Grade 12
- Ideal: Diploma in Supervision

**Knowledge**:

- Knowledge of MS Office and databases.
- Knowledge of driveway operations.
- Knowledge of shift work
- Must be willing to work on weekends where required

**Experience**:

- Previous experience in a similar role will be advantageous.

**Skills**:

- Attention to detail
- Good communication skills (Verbal and written)
- Multitasking skills
- Customer service skills
- Strong supervisory skills