Administrative Coordinator

2 weeks ago

Johannesburg, Gauteng, South Africa Dynamic Outsourced Solutions Pty. Ltd Full time

We are seeking a highly skilled Administrative Coordinator to join our team at Dynamic Outsourced Solutions Pty. Ltd.

Job Description:

The successful candidate will be responsible for providing exceptional administrative support to the Branch/General manager and/or Managing director, ensuring smooth daily operations by performing administrative and report writing tasks, maintaining files, and managing communications.

Main Responsibilities:
  • Organisational Support
    • Ensure timesheets and clock-ins are completed by employees daily, as well as correct the clock-ins on the system every Friday.
    • Ensure license disks are up to date as well as on the 5th of every month, send out vehicle fines and tickets and get them paid in a timely period.
    • Ensure there is food prepared for all stock takes every three months.
    • Arrange functions and teambuilding exercises (year end, Christmas etc.).
    • When maintenance is needed in the building, find quotes, and follow through.
    • Book services and maintenance for vehicles when necessary.
    • Keep track of employees overtime.
    • Keep track of bonuses for warehouse and dispatch departments weekly/monthly.
    • Keep car tracker up to date and if a car accident occurs with a company car, create the insurance report and cancel tracker if needed.
    • Arrange fuel cards for all vehicles.
    • Admin for customer portal and notify customers using SMS portal.
    • Give order numbers to customers.
    • Arrange and co-ordinate company functions Arrange and co-ordinate trade shows Arrange and co-ordinate training Arrange Quarterly Sales Meetings (Bosberaads) Assist with arrangements relating Stock Takes including organisation, communication, meals & refreshments.
  • Reports and Data Analysis
    • Download and submit Bosch extra and Bosch service centre (BSA) reports monthly.
    • Create and send sales budget reports for each sales representative.
    • Create the morning report every day.
    • Write turnover reports daily and monthly.
    • Write reports for fitment centres and E-car.
    • On the first of every month, receive all the reports such as monthly turnover, Bosch extra report for customers, depreciation for every department report, Ecar report, fuel report, HiQ report, depreciated sales report for every department and stock to shop report.
    • Prepare reports such as stock take count sheets, help with paper work during the stock take and tick off what has been counted.
    • Take all sales figures from all three branches to compile report to assist sales for the quarter as the sales stock package Write Bridgestone reports monthly.
    • Download and send picker and packer reports monthly.
    • Write driver incentive report monthly.
    • Write stock depreciation report weekly and monthly.
    • Write reports as requested by the Branch Manager or Financial Manager.
    • Skynamo Reports.
    • Print system changes and reports.
    • Write Netstar, Telviva and driver delivery reports.
    • Compile, update & report WSP / ATR Training for submission to Labournet.
    • Keep training records (including attendance), schedules up to date and costs recorded.
  • Personal Assistance and Administration
    • Complete daily tasks as requested by the Branch Manager/ Director.
    • Arrange meetings for the Branch and Managing Director Books flights and accommodation (Grp)
    • Assist HR with administrative tasks such as recruitment, loading leave, arranging disciplinaries, completing warning paperwork, inducting new employees, completing all the paperwork for new employees, completing exiting forms; Completing Injury on Duty forms etc .
    • Assist HR with booking trainings, keeping track of attendance, and updating relevant training sheets for compliance purposes.
    • Assist HR by remaining informed and by being the contact person for payslip queries.
    • Induct new employees.
    • Update customer database information BBEEE Administrative assistance POPIA compliance Skills Development / Owners Equity (Grp)
    • Do grocery shopping and stationary shopping when necessary.
    • Monitor, track and control these needs and purchases.
    • Keep the notice boards up to date.
    • Cporate Clothing, uniforms, safety equipment and PPE Organise (do relevant research and , purchase and issue (with signatures).
    • Order uniform and safety equipment for employees.
    • Get quotes from different companies and hand out uniforms to people once they have signed it.
    • Combine all three branches news into one newsletter every month and send it to the company.
    • Order stationary and other resources for warehouse and dispatch teams.
    • Work alongside and collaborate with the PAs in the different branches to ensure alignment on shared tasks and responsibilities.
    ,

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