Role Purpose
Deliver the full spectrum of general administrative, facilities, and people-administration support for the Durban branch — including reception, supplier management, attendance and overtime processing, PPE and compliance tracking, travel coordination, petty cash, and personnel file maintenance. Ensure the branch operates smoothly and remains compliant with Group HR, procurement, and facilities policies.
Organisational Positioning
Direct Reports: None
Key Interfaces: Operations Manager; Branch Admin; S&M Admin; Breakdown Admin; All Branch Staff; HR (Head Office); Finance; Suppliers; Travel Providers
Key Responsibilities
1. Manage branch reception and front desk; manage supplier relationships for outsourced services, consumables, and stationery — obtain quotes, create purchase orders in ERP, process GRNs, and reconcile invoices.
2. Onboard new suppliers through the vendor application process; submit monthly facility bills (rent, security, utilities) accurately and on time.
3. Manage daily attendance and overtime recording — ensure daily updates, monthly manager sign-off, and timely submission to payroll. Maintain the branch asset register with periodic verification.
4. Book employee medicals, machine licences, and compliance appointments; track and ensure all employees are current on occupational health, licensing, certification, and PPE requirements.
5. Coordinate staff travel and accommodation bookings; process expense claims per Group policy. Manage petty cash — disbursements, reconciliation, and replenishment per financial policy.
6. Maintain personnel files audit-ready for all branch employees; keep the filing system, notice board, and boardroom bookings current. Act as backup for the Branch Administrator.
Functional Competencies
- Office and facilities management — keeping a branch running smoothly across reception, procurement, and facilities with minimal supervision.
- People administration — accurate capture and processing of attendance, overtime, leave, PPE, medicals, and personnel records.
- Supplier and procurement administration — vendor onboarding, purchase orders, GRNs, and invoice reconciliation within a structured procurement framework.
- Compliance tracking — systematic monitoring of employee medicals, licences, PPE, and training requirements with proactive escalation.
- Cash handling and reconciliation — responsible management of petty cash, expense claims, and financial documentation per policy.
- Organisation and prioritisation — managing a broad range of concurrent administrative tasks with accuracy and consistent follow-through.
Key Performance Indicators (KPIs)
- Attendance and overtime: daily records updated by end of day; monthly payroll submission by the defined cut-off date.
- Supplier administration: POs raised and GRNs processed within 48 hours; zero unmatched invoices at month-end.
- Compliance tracking: 100% of employees current on required medicals, licences, and PPE; live tracker maintained and escalated weekly.
- Petty cash: reconciled weekly with zero unexplained variances; replenishment requested before the defined threshold.
- Personnel files: audit-ready at all times; new-starter files completed within 5 working days of start date.
- Asset register: verified quarterly; discrepancies reported within 24 hours of identification.
Technical Skills & Tools
- Microsoft Office Suite (Excel for attendance/overtime tracking, Word, Outlook) [Required]
- ERP system proficiency — purchase orders, GRNs, vendor management (D365 preferred) [Required]
- Experience with attendance and overtime recording systems (manual or electronic) [Required]
- Petty cash management and basic financial reconciliation [Required]
- Understanding of PPE requirements and occupational health compliance for industrial environments [Preferred]
- Travel and accommodation booking platforms; valid Code B driver's licence [Preferred]
Qualifications & ExperienceEducation
- Grade 12 / Matric [Required]
- Diploma or Certificate in Business Administration, Office Management, Human Resources, or equivalent [Preferred]
Experience
- 2+ years in general administration, office management, or branch support [Required]
- Experience with attendance, overtime, and basic HR administration (personnel files, medicals, PPE) [Required]
- Experience with procurement and supplier administration (POs, GRNs, vendor onboarding) [Preferred]
- Experience in rental, equipment, mining services, construction, or industrial-services environment [Preferred]
Language Requirements
- English (fluent, written and verbal) [Required]
- Zulu (conversational) [Preferred]
Working Conditions
Travel
Minimal; branch-based
Physical Demands
Primarily office-based; occasional physical activity for PPE issuing, asset verification, goods receiving
Hours
Standard office hours; occasional extended hours at month-end for payroll and reconciliation
Location Type
Branch office — Durban
Standby
Not required
Work Location: In person
