Shared Services Administrator

The Shared Services Administrator will be responsible for the following duties below for the facility and to ensure that the standards of the service we render to our members are raised to excellence - and maintained across the board.
- **_Income Reconciliation and Expenditure Control_**

**Responsible for ensuring the accurate reflection and reconciliation of Income received by the facility by the following functions**:

- Analysis of the daily POS report and allocation of the following onto the DTS: Day passes, Arrears, Membership Joining Fees, Membership Card Fees, Arrears Payments, Cancellation Fees, any other form of Income received through the POS system
- Auditing of the Membership agreements sold daily to ensure correct fees have been charged and that correct commission is allocated in accordance with the cleared pending rules of the company
- Ensure accurate commission deductions with regards to rejected debit orders in accordance with the relevant policy
- Expenditure Account Management, control of GM budget lines and allocation of authorised purchase order numbers
- Spot Auditing of Reception till float and change box and reporting discrepancies to GM
- Allocation of authorised purchase order numbers for all other depts
- Assist GM with purchase requisition completion and sending to head office
- Ensure Deposit slips are received and updated on DTS and communicated to head office finance.
- Compile and communicate accurate monthly DO run feedback/reports to the GM
- Ad Hoc duties with regards to reconciliation and expenditure control that facilitate the operational requirements of the business as communicated by the shared services director.
- **_Membership Database Administration_**

**Responsible for the accuracy and security of the facility’s membership database as well as the efficient and accurate processing of the facility’s debit order run by the following functions**:

- Ensure accurate capturing of new membership agreements onto the Intouch database
- Ensure accurate huxing/member welcome call of new members to confirm member details loaded onto Intouch database
- Ensure accurate processing of all member related PORs: Cancellations, Freezings, Change of details
- Ensure accurate processing of membership transfers
- Ensure that all member related docs, PORs, membership agreements are correctly named and electronically filed on the members profile
- Ensure that unpaid and pre reject imports are accurately processed according to the applicable deadlines
- Ensure that relevant parties/debtors’ teams are provided with accurate reports of unpaid and handover members according to the applicable deadlines
- Ensure that batch payment imports are accurately processed into the database
- Ensure that Exco Approvals are correctly processed according to the terms of each case and that the approvals are electronically filed for ease of reference
- Ensure that refund requests are correctly processed according to the refund policy and procedure
- Ensure accurate auditing and reconciliation of new business report in preparation for the debit order run
- Ensure accurate auditing and reconciliation of all debit order prep reports
- Ensure accurate invoicing and payment file generation of monthly debit order run as well as correct distribution of those files to the relevant parties
- Ensure that operator IDs for WDAs or managers are correctly created on the database at the correct operator level
- Ensure accurate compilation of Intouch reports required by other departments as required e.g. POS report, Access Reports
- Ensure accurate compilation of rejected DO sales deduction reports in accordance with the relevant policy.
- Ensure that upfront expiry reports are distributed to the SM and GM.
- Responsible for the timeous and accurate monitoring of the staff termination lists as supplied by HR on a monthly basis and ensuring that all ex staff members are resigned on Intouch and that any Intouch Operators passwords are deactivated once they leave the employment of Pro Range
- Ensure accurate processing of a number by sequence audit on the database with regards to contract book controls.
- Ad Hoc Duties with regards to membership database administration that facilitate the operational requirements of the business as communicated by the shared services director.
- **IT and Office Equipment**:

- **Responsible for the functionality of the following equipment at the facility**:

- Personal computer and accessories
- Inhouse Systems
- Access Control Turnstile and gate (WDM)
- Servers, UPS, Connectivity
- Ad Hoc Duties with regards to IT that facilitate the operational requirements of the business as communicated by the shared services director.

**_HR, Payroll and Administration_**

**Responsible for assisting Head Office HR with the following**:

- Collection and Auditing of all staff attendance register via the dept mx. Reconcile and send info to HR according to HR requirements
- Accurate recon of staff co