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.