Admin Manager - Cape Town, South Africa - INTERCONNECT SYSTEMS
Description
SUMMARY OF POSITION
The Admin Manager is responsible for overseeing the administrative operations of the business. He/she will be in charge of the day-to-day function as well as supervising and supporting staff. Provide secretarial, administrative and sales support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to manager's working life and communication.
ROLES AND RESPONSIBILITIES
-
Administration Staff
- Develop and manage the admin function of the Branch
- Monitor the daily activities of the admin department
- Ensure all staff adhere to the Company's rules, policies and procedures
Customer Care
- Liaise with Clients and or Suppliers with regards to queries with PO's, invoicing and outstanding payments
- Following up with Clients on workmanship and satisfaction of the job
- Assist with sorting out any Client complaints and queries
Assisting Branch Manager
- Assist the Branch Manager with his/her duties, operational activities and Branch objectives
- Submit reports to the Branch Manager on operational finances, sales and procurement
- Assist with decision making process to ensure objectives are met
Operational Administration
- Where necessary, assist with operational planning
- Opening and scheduling of jobs
- Control and reconcile petty cash for the Branch
- Provide accurate Sales Forecast to Head Office
- Ensure the safekeeping of the Company' assets, including structures, equipment, inventory and petty cash
- Make sure all assets are maintained and regularly reviewed and accounted for
- Communicate, liaise, and negotiate internally to facilitate projects and assist with Project planning
- Be able to read Bill of materials and understand the scope of work
Provide Administrative Support to Various Departments
- Oversee and provide administrative support to various departments
- Ensure all data is captured correctly and timeously
- Administrative support to Debtors, Creditors and Stores as required
- Buy and control consumables (e.g. office supplies, groceries, etc.) for the Branch
Basic HR
- Induction of new employees
- Arrange necessary training for employees
- Submit leave forms, overtime, standby, attendance registers and warnings to Head Office on a monthly basis
Training
- Train all admin staff in your Branch on how to effectively and efficiently do the following:
- Use Syspro
- Liaise with Clients and or Suppliers with regards to queries with PO's, invoicing and outstanding payments
- Opening and scheduling of jobs
- Control and reconcile petty cash for the Branch
- Ensure the safekeeping of the Company' assets, including structures, equipment, inventory and petty cash
- Make sure all assets are maintained and regularly reviewed and accounted for
- Communicate, liaise, and negotiate internally to facilitate projects and assist with Project planning
- Be able to read Bill of materials and understand the scope of work
- Oversee and provide administrative support to various departments
- Ensure all data is captured correctly and timeously
- Provide administrative support to Debtors, Creditors and Stores
- Buy and control consumables (e.g. office supplies, groceries, etc.) for the Branch
Sales Assistants responsibilities
- Act as the point of contact between the manager and internal/external clients.
- Screen and direct phone calls and distribute correspondence
- Handle requests and queries appropriately
- Take dictation and minutes
- Produce reports, presentations and briefs
- Devise and maintain office filing system
- Computer literacy
- Verbal and written articulacy
- Professional discretion
- Efficiency
- Welldeveloped time management skills
- Strong organisational skills
- Extensive experience in creating documents and spreadsheets using office software such as MS Word, MS Excel and MS Powerpoint.
- Ensure high levels of customer satisfaction through excellent sales service.
- Maintain outstanding store condition and visual merchandising standards.
- Maintain a fully stocked store
- Ascertain customers needs and wants
- Actively involved in receiving new shipments
- Keep up to date with product information
- Accurately describe product features and benefits
- Follow all company policies and procedures
Health, Safety, Quality and Environmental Responsibilities
- Report any deviations that could lead to an accident
- Participate in Safety Training to improve safety standards
- Report incidents and accidents before the end of a shift
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Colleagues and Contractors towards continual improvem
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