Branch Administrator - Construction| Brackenfell

Our client in the Aluminium windows and doors hardware industry is seeking a proactive and detail-oriented Administrator to support daily operations, manage administrative tasks, and assist with general office duties. The ideal candidate will play a key role in ensuring smooth and efficient internal processes across departments.

Stock Administration

• Process stock purchases into Umbrella ERP system after verification of stock by Warehouse Manager
• Process stock adjustments in Umbrella ERP system based on requisite supporting documentation

Quality Control:

• Document agreed upon quality control procedures and checks for both local and import stock.
• Import stock damages/issues to be photographed and details sent to Imports Administrator

Stock Take:

• Process stock adjustments in umbrella following cycle/month end stock counts
• Compile variance analysis report with root causes.

Returns/Credit Notes:

• Process Credit Note on Umbrella using fully completed and signed off Goods Returned Advice.
• Submit credit notes for approval to Finance department, ensuring that Goods Returned Advice is uploaded to the credit note on Umbrella.

Cash Management:

• Accountable for branch petty cash
• Reconciliation and monthly submission (including supporting documentation) to Finance.
• Verify all Cash/Speed-point/EFT receipts for COD Customers.
• Create receipt for physical cash sales on Umbrella and allocate to invoice.
• Review the list of COD sales invoices for the day and reconcile against Cash/Speed-point/EFT payments received, follow up on any unpaid COD sales invoice.
• Prepare and send a banking schedule to Finance monthly.
• Ensure cash is banked timorously and correctly.

OHS, Infrastructure and Hygiene Management

• OHS compliance
• Understanding the basic setup and troubleshooting of the below infrastructure with service providers:
• Internet connection (VOX Telecom)
• Telephone connection (ECN)
• Power solution using Inverter/Battery
• Basic IT setup (Elite IT)
• Printer setup through (Kinetix)
• General building issues through landlord (Cream Properties)
• Manage the individual assigned by Fidelity Cleaning to ensure a hygienic working environment; ensure timely and suitable renewal of contract.

Documentation:

• Daily update of dedicated vehicle delivery details on billing sheet and upload purchase order to Umbrella each month after receiving an invoice from the service provider.
• Download and process courier invoices on Umbrella, reconciling to purchase orders raised.
• Reconcile PODs received to invoices for the month and follow up on outstanding documents.
• The following documents to be uploaded to Umbrella thus providing supporting evidence for each transaction and assisting the audit process:
• Courier PODs downloaded online
• Manual dedicated vehicle PODs to be scanned
• Supplier invoices to be scanned once stock received into Umbrella.
• Ensure all documents archived in clearly marked Metrofile boxes, register maintained.
• Maintain relationship with Metrofile Cape Town branch.

Office Expenses:

• Manage and control office expenses whilst ensuring that the branch is sufficiently stocked:
• Stationery; groceries; basic repairs and maintenance materials
• Any request that is outside of the norm to be approved by management

Ad Hoc

• Maintain attendance register for the branch
• Assist Warehouse Manager with branch housekeeping and trouble shooting
• Any ad-hoc duties delegated by Management
• Work closely with all staff and branches

Requirements

• Minimum 3 years work experience in a fast-paced administrative role
• Matric
• Proficient in Microsoft Excel, Word and Outlook
• Basic knowledge of IT infrastructure
• Experience on an ERP System
• Own car and drivers license

Benefits

• R15 000 to R20 000 per month, candidate dependent
• Incentive policy: 13th and 14th cheques included in December pay run and dependent upon Company and personal performance as measured vs specific KPIs
• Pension contribution from Company
• Momentum Health4Me medical benefit