Branch Administrator

2 months ago

Port Elizabeth, South Africa Staff Unlimited Recruitment Full time

Our client is looking for a Branch Administrator to join their team based in Gqeberha.

Key Performance Areas:

To perform this job successfully, the appointed individual must be able to perform each essential duty / key performance area satisfactorily. This list of key performance areas is not exhaustive and may be changed / supplemented to accommodate business needs from time to time. This position would also, apart from key performance areas stipulated below, be required to assist the supervisor / manager with other duties from time to time, as may be deemed necessary.

Fleet Management:

Ensure procurement of vehicle/accessory order is compiled by:

  • Receiving vehicle / accessories order files and validating order by making sure all information pertaining to the order is filled in correctly e.g. delivery address and date, deposit requirements, colour, title holder information etc.
  • Issue order numbers and confirm delivery dates in line with the signed COR. Keep departmental managers up to date with delivery times and schedules
  • Complete the vehicle requisition on the production system with the validated information
  • Generating purchase orders from the production system
  • Arranging for orders and proxy forms to be emailed to or to be collected by the suppliers
  • Pre-Delivery Tracking of vehicles: (Ensure pre-delivery tracking process by)
    Checking delivery dates with the suppliers and advising departments of any changes
    Emailing of vehicle order letters generated by the production system, to the department advising them of the confirmed delivery date
    Confirm delivery before handing unit file to the administration for activation
  • Vehicle accidents, record keeping and administration; registering insurance claims and follow up process to completion
  • Ordering Fuel cards: Order and issue fuel cards when needed / due. All fuel cards must be ordered prior to the delivery of the vehicles
  • Monthly Fuel reconciliation to statement
  • Resolving errors/problems with fuel cards. Cancelling fuel cards when required
  • Contract restructures:
    Running the pending restructure list and issuing purchase orders in the case of committed restructures logged on CRM.
  • In conjunction with the buying administrator, then ensuring that the provisional restructure list remains clean and up to date
  • Fleet maintenance: Scheduling vehicle services in accordance with service schedule
  • Vehicle repairs to be treat as urgent and timeously repairs to eliminate down time.
  • Manage monitoring system (Tracker installations, problems and information)
  • Manage Vehicle fines (ensure fines are paid and liaise with HR to do AOD)
  • Financials: managing lease vehicle, vehicle repair costs and fuel expense allocations
  • Manage process of asset vehicles to be sold
  • License renewals
  • Co-ordination of Fruit Customer Fleet Schedules
  • Assist Rental Department in LTR & STR as and when required
  • Assist Debtors Team as and when required
  • Assist with general admin of department
  • Assist with internal/external queries
  • Overall responsibility to prepare and distribute scheduled (monthly, weekly, and daily) and ad-hoc reports as might be requested by department manager and / or head office accurately and timeously
  • Overall responsibility to ensure all administrative tasks performed by you are completed accurately and timeously

Administration duties:

  • CAPEX process: Create PO; upload on Magnitude; payment of supplier; asset registering on Kerridge with national.
  • Creating and monitoring purchase orders. Ensuring that outstanding orders are followed up and processed. Orders to be received.
  • Cell phone and Computer equipment management and ordering
  • Managing of GIS account daily and verifications for branch
  • Facilitating & Processing of entire Customer Onboarding process
  • Asset Register Management
  • Full Responsibility of Petty Cash
  • Full Responsibility of Purchasing for Admin & Rental Department
  • Co-ordinating and driving of Clearing Accounts with All Departments

Required Minimum Knowledge, Skills Education / Training and Experience Requirement(s):

The requirements listed below are representative of the knowledge, skills, education / training, and experience required for this position:

  • Advanced / Expert Computer literacy in MS Outlook, Word & Excel
  • Experience working in Kerridge will be advantageous
  • Strong analytical ability, strong focus on attention to detail and accuracy
  • Strong financial / numerical ability – must have experience and understanding of financial indicators, e.g., AOD’s, Capex, Fleet replacement and restructures.
  • Strong accounting knowledge, particularly with regards to fixed assets and depreciation calculations
  • Excellent interpersonal skills, including very strong verbal and grammatically correct written English & Afrikaans communication skills
  • Ability to interact with senior management, excellent communication skills with people at all levels in an organization
  • Impeccable, friendly, and professional telephone manner and in general when dealing with customers both internally and externally
  • Ability to function effectively in a group and add value to the team / environment
  • Excellent work ethic – honest, reliable, hardworking, dedicated, takes pride in work carried out
  • Highly developed prioritizing and multi-tasking skills; strong sense of urgency; problem solving and decision-making skills; must be able to function effectively under pressure
  • Dedication to service excellence in every aspect of work carried out, strong focus on internal and external customer service
  • Ability to work with little or no supervision and still complete tasks timeously; enthusiastic, self-motivated and can use own initiative; deadline and results orientated
  • Ability to adapt to and accept change, new ideas, new challenges
  • Good negotiating skills

Required Certificates, Licences, Registrations:

  • Grade 12 / Matric
  • Code 8 driver’s license

Should you not receive any response within 2 weeks please consider your application unsuccessful.

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