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Branch Administrator

Our national client, a market leader in their field, is currently looking to employ a dynamic Branch Administrator.

Qualifications/ Experience/ Technical Knowledge:

  • Matric
  • Office Administration or related qualification.
  • Proficient on Pastel Accounting System.
  • Good MS Excel Knowledge (Producing reports/ creating hyperlinks etc.)
  • Minimum 2 years working experience in Office admin/ related experience.

 

Responsibilities:

Reception duties:

  • Assisting walk-in clients
  • Issuing documentation and taking payment where necessary
  • Taking of courier deliveries
  • Answering telephone in professional manner and transferring calls
  • Taking messages where necessary
  • Conducting friendly, open communication with both staff and clients

Financial Duties:

Quotations:

  • Calculating quotations
  • Capturing quotations on the Pastel system
  • Email / fax quotations to clients
  • Ensuring that terms and conditions are communicated and accepted by the client

Invoicing:

  • Converting quotations to invoices in the Pastel system
  • Creating new invoices not captured as quotations
  • Ensuring that stock is correctly extracted on each invoice through the Pastel Inventory system
  • Emailing / Faxing / Posting invoices to clients
  • Capturing correct percentages of deposits / full payments / retainers in order to follow up for payments with clients

Petty Cash:

  • Issuing of petty cash and reconciling on a weekly basis
  • Ensuring that sufficient petty cash is available
  • Safe and responsible storage of petty cash

Creditors:

  • Preparing documentation for payments to be authorised, following correct company procedures
  • Ensuring that payments are made to creditors and that proof of payment is communicated where applicable
  • Accurate record keeping of all documentation linked to procurement processes
  • Following up on outstanding documents from suppliers / goods receiving
  • Accurate stock entries on accounting system of all goods received from suppliers
  • Attend all supplier queries efficiently

Debtors:

  • Reconciling Debtors book on a weekly and monthly basis
  • Sending out correct invoices to clients, ensuring that all the necessary information appears on each invoice
  • Sending out of monthly statements to clients on payment terms
  • Ensuring that client accounts are reflecting all payments received prior to issuing of statements, making sure of professional accuracy
  • Issue receipts for payments received and allocating payments correctly
  • Following up on outstanding payments
  • Banking and receipting accurately
  • Monitoring credit limits closely and making management aware when credit limits are close to being reached
  • Communicate any concerns on payments or long overdue outstanding amount to management
  • Assisting clients with queries and resolving those queries within a 24-hour period
  • Maintaining customer details

Administrative Duties:

  • Utilising installation / service reports, write reports to clients with costing of spares if necessary
  • Creating and maintaining a product data base of product details sold to each customer
  • Creating and maintaining a customer contact base
  • Liaise with technical staff on job planning
  • General administration and filing duties which are logical and accessible
  • Assisting with compiling safety files and contractual documentation on projects
  • Arranging and receiving courier deliveries between branch and Johannesburg office
  • Receiving and checking of stock delivered to the company.

Inventory and Stock Control:

  • Implementing and managing stock control processes together with General Manager
  • Ensuring stock is effectively, safely and financially managed
  • Full quarterly stock count and stock evaluation and perform subsequent audits on any discrepancies
  • Maintaining correct inventory items and descriptions in the inventory system ensuring that it corresponds correctly to sale or purchase

Job Planning:

  • Planning installation / service / maintenance / breakdown jobs in order of priority together with technical staff
  • Preparing the necessary paperwork and documentation for each job
  • Ensuring the correct address, contact details and contact person is recorded for ease of reference
  • Communicating job requirements with the teams each morning
  • Ensuring that correct documentation and paperwork is handed in on completion of each job by the technical staff
  • Updating and maintaining of paperwork / invoicing / POD’s on each customer file on completion of jobs
  • Following up with clients if and when necessary

General Responsibilities:

Biometric Time Keeping:

  • Capturing, monitoring and reporting on biometric time keeping systems
  • Liaising with team members on time keeping discrepancies
  • Updating employee information on the biometric system and removing employee codes when necessary
  • Weekly and monthly reporting on time keeping for payroll

Customer Service:

  • Ensuring customer satisfaction in every aspect of your duties
  • Always try to exceed the customer’s expectation by “under promise and over deliver”
  • Ensure that you look presentable when interacting with a client
  • Always strive for exceptional customer service
  • Treating team members with as much respect as you would any customer

Working Environment:

  • Ensuring that all personal and customer information is kept private, confidential and secure
  • Creating an environment where employees feel safe and valued
  • Maintaining a clean, clear, tidy working environment at all times
  • Considering your own safety as well as that of your co-workers at all times

General:

  • Working closely with General Managers and other branches or areas within the business to learn and share knowledge on procedures / projects / planning
  • Maintaining positive, healthy attitude towards work and colleagues
  • Getting involved in ad-hoc projects when necessary

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