Reporting to the Branch Manager
Subordinates Branch Administrative Staff, Warehouse/Admin Clerks (where applicable)
Job Purpose:
The Branch Administration Manager is responsible for overseeing and managing all administrative functions of the branch to ensure efficient operations, accurate reporting, and compliance with company policies. This role includes end-to-end stock and warehouse administration, financial control of petty cash, performance oversight of administrative staff, and alignment of operational deliverables to SLA requirements. The incumbent plays a leadership role in improving branch workflow, service delivery, inventory integrity, cost control, and interdepartmental collaboration
Key Competencies:
Leadership, Attention to Detail, Stock & Inventory Management, Administrative Excellence, Customer-Centric Communication, Financial Controls
JOB SPECIFICATION:
The main tasks and responsibilities associated with the position are listed below. This is not an exhaustive list of tasks and responsibilities and any other tasks and/or responsibilities that could be reasonably expected for the position may be required.
KPAS:
Return and transfer stock into the correct locations:
1. Transfer stock from the warehouse to technician locations.
2. Ensure that the correct stock is issued according to requisition.
3. Return spares from the technicians’ locations back to warehouse.
Ensure stock on hand is up to date on the system:
1. GRN goods received and RTS goods returned in the system.
2. Create new coolers and credit note relevant location.
3. Submit GRNs to the finance department.
4. Request new item creation and assets creation.
Stock Management:
1. Issue and return physical stock from technician to the warehouse.
2. Capture physical stock counts.
3. Resolve variances on stock counts and process adjustments.
4. Balancing stock and close stock count sheet.
Quote and invoice for all deliveries done by the drivers.
Technical travel for technicians billed where necessary.
Capture and analyse the technicians’ kilometre claims.
Attend to customers’ queries telephonically and via e-mail.
Update all jobs including all detail.
Close job cards
Submit weekly and/or monthly packs.
Ensure calls are accurately closed within SLA.
Establish and maintain a healthy and professional relationship with customers and all suppliers.
Submit reports as required.
Conduct weekly car inspections.
Responsible for all vehicles, i.e. booking of services, license disks etc.
Capture details of outlook accurately.
Dispatch technician within SLA timeframes.
Plan routes to reduce km and cost.
Prepare and distribute quotes for all repairs done by the technicians/engineers.
Update and capture job cards accurately and timeously.
Capture the stock data onto database and ensure stock counts happen when required.
Ensure the warehouse is maintained and kept tidy and up to standard.
Any other lawful and reasonable instruction issued by Management.
Any other ad hoc duties that you may be asked to do from time to time.
Closing weeks and months on time.
Stock alignment with customer records.
Accurate and timely invoicing.
Ensuring all customer callouts are logged from portals on time and all customers receive adequate and timely feedback.
Ensure adherence to company policies, and health and safety standards.
Petty Cash:
Timely Submission: Ensure that all petty cash expenditures are submitted to the finance department on time.
Organisation: Maintain and organise all slips, receipts, and proof of petty cash transactions accurately and systematically. Ensure that monthly petty cash reconciliations are done and that the petty cash is compliant with requirements. Once up to date and reconciled, petty cash is to be submitted to the branch manager for approval and sign off prior to being submitted to finance on a weekly basis.
Training: Proactively identify admin training to new and existing staff within the KZN admin team and ensure continuous skills development.