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 schedulesComplete the vehicle requisition on the production system with the validated informationGenerating purchase orders from the production systemArranging for orders and proxy forms to be emailed to or to be collected by the suppliersPre-Delivery Tracking of vehicles: (Ensure pre-delivery tracking process by)Checking delivery dates with the suppliers and advising departments of any changesEmailing of vehicle order letters generated by the production system, to the department advising them of the confirmed delivery dateConfirm delivery before handing unit file to the administration for activationVehicle accidents, record keeping and administration; registering insurance claims and follow up process to completionOrdering Fuel cards: Order and issue fuel cards when needed / due.
All fuel cards must be ordered prior to the delivery of the vehiclesMonthly Fuel reconciliation to statementResolving errors/problems with fuel cards.
Cancelling fuel cards when requiredContract 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 dateFleet maintenance: Scheduling vehicle services in accordance with service scheduleVehicle 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 allocationsManage process of asset vehicles to be soldLicense renewalsCo-ordination of Fruit Customer Fleet SchedulesAssist Rental Department in LTR & STR as and when requiredAssist Debtors Team as and when requiredAssist with general admin of departmentAssist with internal/external queriesOverall 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 timeouslyOverall responsibility to ensure all administrative tasks performed by you are completed accurately and timeouslyAdministration 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 orderingManaging of GIS account daily and verifications for branchFacilitating & Processing of entire Customer Onboarding processAsset Register ManagementFull Responsibility of Petty CashFull Responsibility of Purchasing for Admin & Rental DepartmentCo-ordinating and driving of Clearing Accounts with All DepartmentsRequired 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 & ExcelExperience working in Kerridge will be advantageousStrong analytical ability, strong focus on attention to detail and accuracyStrong 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 calculationsExcellent interpersonal skills, including very strong verbal and grammatically correct written English & Afrikaans communication skillsAbility to interact with senior management, excellent communication skills with people at all levels in an organizationImpeccable, friendly, and professional telephone manner and in general when dealing with customers both internally and externallyAbility to function effectively in a group and add value to the team / environmentExcellent work ethic – honest, reliable, hardworking, dedicated, takes pride in work carried outHighly developed prioritizing and multi-tasking skills; strong sense of urgency; problem solving and decision-making skills; must be able to function effectively under pressureDedication to service excellence in every aspect of work carried out, strong focus on internal and external customer serviceAbility to work with little or no supervision and still complete tasks timeously; enthusiastic, self-motivated and can use own initiative; deadline and results orientatedAbility to adapt to and accept change, new ideas, new challengesGood negotiating skillsRequired Certificates, Licences, Registrations:Grade 12 / MatricCode 8 driver's licenseShould you not receive any response within 2 weeks please consider your application unsuccessful.
