To ensure that the admin and finance reports meet the Branch SOP requirements.
Key Responsibilities and Duties:
- Controlling of assets and verification monthly.
- Assets to be checked with H/O list and discrepancies sorted out.
- Asset register to be updated monthly.
- Ensure faulty IT equipment are send to IT and progress followed with the required paperwork in place.
- Ensure all old IT equipment are send to IT.
- To ensure monthly checks are done in each department.
- Analysis of GL and P&L.
- All BU’s of the branch should be analyzed on a monthly basis.
- All costs should be controlled and monitored vs budget. Budget should not be exceeded.
- Ensure all allocations are done correctly, to and by the branch/BU.
- Wrong allocations to be identified and corrected ASAP Check monthly P&L and ensure all costs are correct and accruing for any expenses.
- Pull reports from Freightware to Excel and send to relevant staff.
- Ensure all salary Staff Attendance is verified as per Reports.
- Ensure all salary hours are submitted before the close – off date every month.
- Ensure all staff files are current and up to date.
- Ensure all Leave is submitted on ESS & backing documents loaded.
- Assist with all IT or Freightware related issues.
- Ensure all new staff are assisted in setting up acquiring access to IT.
- Assist with POD capturing when required.
- Petty Cash- Co-signing with Branch Manager.
- Petty Cash – Daily Reconciliation.
- Ensuring Petty Cash SOP is adhered to at all times.
- Submit Petty Cash for Reimbursement in a timeous fashion.
- Oversee positions of POD Clerk, Receptionist and Cleaner.
- Ownership of Wages.
- Check and maintain all aspects of responsibilities on the Depot Evaluation.
- Keep the drivers PRDP and License file updated.
- Record new drivers and update file.
- Ensure that OPS and Transport are informed at 4months in advance of PRDP expiry dates.
- Enforce discipline with subordinates.
- Ensure all e-mail are attended and responded to timeously.
- Assist with any general admin as needed.
- Ensure all general filing is done and up to date and standard.
- Ongoing updating, internal auditing, implementing & continuous Training.
- Ensuring that all workstations are neat and clean at all times.
- Archives are neat and accessible.
- Ensure all stats boards in the administration department are updated timeously.
- Report all unsafe areas.
- Implementing of procedures and processes and ensuring Admin staff understands. (SOP’s).
- Ensure the admin area is safe and clean to work in.
- Assist any walk in customers or staff timeously.
- Ensure any visitors who are waiting, are comfortable and are kept informed of how long they have to wait.
- Offer visitors drinks while they are waiting.
- Attend meetings and Disciplinary procedures and take and submit minutes.
Minimum Requirements:
- Matric.
Skills Needed:
- Computer literate.
- Good knowledge of and experience in working with MS Word, Excel and Powerpoint.
Desired Skills:
- SOP requirements
- Depot Evaluation
- POD capturing
- Freightware
- Daily Reconciliation
- General Administration
- Asset register
Desired Qualification Level:
- Grade 12 / Matric