Branch Administrator Cape Town
Full-time
Jobs 4 All
Key Responsibilities Human Resources & Personnel Administration
- Maintain accurate employee records and personnel files.
- Administer staff attendance, overtime, leave, and clocking adjustments through the applicable HR systems.
- Assist employees with HR-related administrative queries.
- Liaise with Head Office HR regarding personnel administration and staffing requirements.
- Coordinate internal training, safety inductions, and skills development activities.
- Provide administrative support to the sales team.
- Generate quotations, offers to purchase (OTPs), and other customer documentation.
- Maintain complete sales deal files and ensure all supporting documentation is accurately filed.
- Coordinate vehicle licensing, registration, warranty registrations, and temporary permits.
- Manage administration relating to demonstration and loan vehicles.
- Control vehicle spare keys and associated records.
- Liaise with the workshop to ensure vehicles are prepared for customer delivery, including PDI completion, cleaning, and required compliance documentation.
- Coordinate vehicle movements between the branch, body builders, suppliers, and customers.
- Assist Head Office Finance with invoice processing, supplier documentation, payment requests, refunds, and approval workflows.
- Prepare supplier purchase requests and submit supporting documentation for payment.
- Review creditor payment documentation for completeness and banking accuracy.
- Capture creditor payments on the online banking platform where authorised.
- Allocate customer receipts and banking transactions.
- Process branch banking and maintain accurate financial records.
- Assist with resolving outstanding supplier accounts and invoice queries.
- Maintain accurate branch vehicle stock records and control vehicle keys.
- Coordinate stock transfers and vehicle ordering with Head Office.
- Administer body builder and supplier orders.
- Open and administer job cards, including associated sublet orders, roadworthy certificates, fuel, and weighbridge requirements.
- Ensure all vehicle documentation is complete and accurately recorded.
- Provide administrative support to the Regional Manager and branch management team.
- Coordinate travel, accommodation, and related bookings.
- Manage courier services and incoming/outgoing documentation.
- Purchase and control office stationery, refreshments, groceries, and consumables.
- Coordinate visitor hospitality and meeting arrangements.
- Maintain effective filing systems and document control.
- Compile and submit daily, weekly, and monthly operational reports to Head Office.
- Provide general administrative support across all branch departments.
- Support the implementation and administration of branch health and safety requirements.
- Liaise with security service providers and assist with branch security administration.
- Coordinate safety documentation, inspections, and compliance activities.
- Ensure branch operations comply with company policies, procedures, and statutory requirements.
- Act as the central administrative contact for the branch.
- Support branch projects, marketing activities, customer events, and exhibitions where required.
- Assist departments during peak workload periods to ensure operational continuity.
- Perform additional administrative duties as reasonably required to support the efficient operation of the branch.
- Strong organisational and administrative skills.
- High attention to detail and accuracy.
- Ability to prioritise multiple tasks in a fast-paced environment.
- Sound financial and numerical aptitude.
- Strong communication and interpersonal skills.
- Proficient in Microsoft Office and ERP/HR systems.
- Ability to maintain confidentiality and exercise professional judgement.
- Customer-focused with a proactive and collaborative approach.
- Matric & a relevant administration or bookkeeping qualification advantageous.
- Minimum 5 years’ experience in similar role
- Proficient in MS Office Suite.
- Previous administrative or accounts experience, preferably in an accounts payable environment.
- Code 8 licence
- Confident and proactive approach-anticipates issues and requirements
- Exposure to sales operations, dealer environments, or commercial administration.
- Must be a team player.
- Strong organizational skills and attention to detail.
- Professional communication and interpersonal skills.
Vacancy posted more than 2 months ago
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