SUMMARY OF POSITION
The Administrative Manager is responsible for overseeing the daily administrative operations of the organization, including managing office facilities, supervising support staff, and coordinating administrative procedures. The Administrative Manager will work closely with department heads to ensure that administrative processes will be aligned with organizational goals and objectives and will take charge of various projects and initiatives to improve office efficiency and effectiveness.
ROLES AND RESPONSIBILITIES
Invoicing
- Creating sales orders and generating invoices on Acumatica according to quotes and purchase orders.
- Sending invoices to COD and account clients.
- Billing the tenants monthly. Working out services owed according to office space occupied.
Transactional Administration
- Ordering stock. Creating purchase orders for equipment purchased locally and internationally.
- Receiving stock. Ensure correct stock has been delivered, GRN and either store accordingly or inform client stock has arrived.
- COD payments. Creating PO’s and sending through for payment.
- Assist with stock take.
- Arranging delivery for local and international clients. Completing necessary paperwork and ensuring the correct export documents are received.
General Admin and Clerical Support
- Prepares letters and documents, and schedules appointments.
- Completes leave authorisation forms.
- Accurately captures timesheets and overtime.
- Relays queries to the relevant Department.
- Types minutes and distributes them.
- Maintains an efficient Filing System. (This includes processing picking slips and ensuring test results and job documentation is uploaded to the database)
- Actively keeps track of the movement of staff in and out of the Branch.
- Manage office supplies and inventory, ensuring adequate stock levels.
- Address and resolve any administrative issues or concerns.
- Oversee daily administrative operations and ensure efficient office management.
- Weekly sales reports for management.
- Complete all vendor documentation required by clients.
- Completing all supplier credit application forms.
- Managing office support staff.
- Communication and coordination: responsible for coordinating with other departments within the branch, as well as communicating with external partners, vendors, suppliers, and clients.
- Record-keeping and documentation: responsible for maintaining accurate records and documentation for the administrative department. This will include maintaining employee files, financial records, and other important documents for example disciplinary documents etc.
Client Relations
- Solving account queries
- Attending to all clients’ problems and requirements
- Follow up on outstanding payments with COD and account client
Assisting the Branch Manager
- Branch Support: Provide support to the branch manager by helping them with tasks.
- Communication: It's important for the administrative manager to maintain open lines of communication with the branch manager to ensure they are aware of any updates, changes, or challenges that may arise. This can include regular check-ins, team meetings, and other communication channels.
- Problem-solving: Support the branch manager by helping them solve problems that may arise. This could include addressing customer complaints, resolving operational/stores issues, or other challenges that may arise.
Switchboard Operator
- Assist when receptionist during their lunch break and when on leave.
- Screen and routs all calls to the relevant person.
- Conveys messages and provides information to the relevant person telephonically or via email.
- Courteously deals with Customer queries, both telephonically and in-person.
Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior
JOB REQUIREMENTS
- Must have a minimum of Grade 12 or equivalent
- Must have a minimum of 3 - 4 years previous experience in an Administration position
- Must have extensive knowledge of MS Office
- Experience of Acumatica would be an advantage
- Must have excellent verbal and written communication skills
- Must have a valid driver’s licence and own vehicle
- Excellent problem-solving skills
Job Types: Full-time, Temporary
Contract length: 5 months
Application Question(s):
- What is the area that you currently live in?
- What is your salary expectation for this role?
Education:
- High School (matric) (Required)
Experience:
- Admin Manager: 3 years (Required)
Location:
- Randburg, Gauteng (Preferred)
Application Deadline: 2024/09/20
