Administration Officer

**JOB PROFILE**

**JOB PURPOSE**
The core purpose of the role is to provide administrative support to ensure that the administrative function of the branch is running smoothly and efficiently.

**KEY PERFORMANCE AREAS**
- Administration
- SHEQ Integrated Management System control

**MAIN RESPONSIBILITIES**
- **ADMINISTRATION**
- Administer Inter Branch Transfers.
- Post and receive Inter Branch Transfer (IBT) stock on SAGE.
- Post and transfer Inter Branch Transfer (IBT) stock on SAGE.
- Transfer Inter Branch Transfer (IBT) stock to Work In progress (WIP) on SAGE.
- Administer branch credits, including:

- Investigating of credit.
- Collecting supporting documents.
- Loading
- and processing of credits on SAGE.
- Update credit-note spreadsheet with all credits processed.
- Ensure all credits are passed by month-end.
- Address all credit enquiries timeously.
- Post Receiving of stock items (GRV) on SAGE.
- Control branch Freight administration.
- Update spreadsheet indicating driver drops and mileages daily.
- Capture Fuel slips onto spreadsheet and raise irregularities with Management.
- Reconcile fuel slips and Nedbank statement to fuel spreadsheet.
- Post Goods Received Vouchers (GRV) for all fuel slips on SAGE.
- Capture Freight waybills onto Freight spreadsheet daily and raise irregularities with management.
- Reconcile Freight supplier Invoices to Freight Spreadsheet and post on SAGE.
- Create purchase orders for vehicle maintenance on SAGE.
- Review charges and escalate possible over/under charges.
- Control Branch PODs.
- Review PODs and ensure adherence to company requirements.
- Ensure all PODs are received timeously by cross referencing to SAGE system.
- Scan and send PODs as requested by stakeholders.
- Control cash sales box, including:

- Administer cash sales for all COD customers, ensuring correct amounts for purchase are received and receipts are issued.
- Update and reconcile cash spreadsheet with all cash payments received.
- Update and reconcile card payment spreadsheet with all card payment receipts received.
- Post banking weekly.
- Control petty cash box, including:

- Capture petty cash expenses and raise discrepancies/irregularities with management.
- Always ensure petty cash box balances.
- Complete general administration duties as required by the needs of the branch.
- Filing.
- Archiving of historic documents.
- Data capturing.
- Arrange refreshments for guests, meetings etc.
- Add new employees to clock-in system.
- Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
- Complete other administrative tasks within the Department as required by the needs of the company.
- Must be familiar with all administrative functions in the Department, including, but not limited to:

- Administer top-up stock orders for the branch.
- Administer Branch powder coating.
- Administer Return to supplier (RTS) on SAGE.
- Control office supplies.
- **SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL**
- Ensure adherence to the OHS Act.
- Take reasonable care for the health and safety of themselves of other persons.
- Co-operate with the employer to enable prescribed duties or requirements to be complied with.
- Carry out any lawful order given and obey the health and safety rules and procedures.
- Report any unsafe or unhealthy situation to the employer.
- Report any incident to the employer.
- Comply with health and safety plans.
- Participate in any Integrated Management System activities as required.
- Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
- Ensure adherence to all company policies and procedures.
- Always maintain a high level of customer service levels standards.
- Ensure the Administration Department maintains and complies with standards of health and safety, and hygiene always.

**KEY JOB REQUIREMENTS**

**QUALIFICATIONS**
- Grade 12 or equivalent.

**EXPERIENCE**
- 2 years’ experience in a similar position.
- 4 years’ experience in an administration field.

**KNOWLEDGE REQUIREMENTS**
- Computer literacy with Proficiency in MS Excel at an intermediate level.
Proficient in SAGE / Pastel Evolution, or similar, at an intermediate level.
A thorough practical knowledge of best practices in administration processes.
Awareness and understanding of the ISO Standard requirements relevant to the position.

**SKILL REQUIREMENTS**
- Detail-oriented with a focus on accuracy.
- Ability to manage and prioritize tasks efficiently, whilst adhering to strict deadlines.
- Capacity to handle multiple tasks simultaneously.