Branch Administrator

Introduction

The purpose of this position is to provide comprehensive administrative, procurement, invoicing, and operational support to the Repairs Branch, ensuring the accurate and timely processing of transactions, documentation, and information.

You will be responsible for managing time and attendance records, coordinating repair job invoicing and costings, processing procurement documentation, tracking orders and deliveries, and maintaining accurate financial and operational records. It further entails liaising with customers, suppliers, internal departments, and external stakeholders to resolve queries, facilitate the availability of required parts and materials, and ensure the timely completion and invoicing of repair jobs.

The position aims to promote operational efficiency, financial accuracy, effective communication, and compliance with company procedures through accurate recordkeeping, proactive follow-ups, and the timely resolution of outstanding issues.

Duties & Responsibilities

Staff Administration

• Receive and review the daily ERS email.

• Check daily clocking information and identify variances.

• Process clocking information for employees who did not clock in or out.

• Obtain HIK data and load the required information onto ERS.

• Email employee leave forms to HR.

• Prepare the monthly Imported Clock Report.

• Prepare the monthly Time & Attendance Report.

• Compile the monthly attendance report for review and signature by the Manager and Managing Director.

Administrative Support

• Create requisitions for paint materials used on repair jobs.

• Email requisitions to Ferdi at Luxor.

• Process the GRN once the collection note has been received.

• Issue paint materials to the relevant job.

• Receive the daily report of trailers collected on the previous day.

• Capture and update trailer collection information on the Repairs Collection Sheet.

• Ensure that collection information is accurately maintained for reporting and tracking purposes.

• Receive invoice packs from Chante.

• Check that all information on the job and quotation is correct before invoicing.

• Verify job, customer, parts, labour and quotation information.

• Email completed invoices to the customer, Chante and SRC/Finance.

• Capture invoicing information on the Master Sheet for year-to-date reporting.

• Print the Costings Cover Page.

• Add the Costings Cover Page to the invoice pack.

• Route completed jobs for invoice sign-off.

• Submit the completed invoice pack.

• Create the insurance Costings Page for insurance invoicing figures.

Procurement, Picking & Order Tracking

• Receive Flowcentric REQ emails from Hans.

• Print and/or save orders in the relevant backup folders.

• Email purchase orders to bought-out suppliers and follow up on expected delivery dates.

• Create Barcode requisitions for parts required from Afrit warehouses.

• Compile excess reports from Barcodes for Manufacturing parts.

• Save relevant procurement and receiving documentation in the appropriate backup folders.

• Load supplier invoice packs onto Trail D.

• Receive requests from Service Advisors to link parts required for a job to the REP-ROS warehouse.

• Link parts to the relevant Stock Code through Inventory Warehouse Maintenance.

• Log tickets with Applications where supplier verification or system assistance is required.

• Open and process the Picking Progress Report.

• Follow up on outstanding orders with external suppliers and Afrit warehouses.

• Liaise with the Storeman regarding the progress of goods received and outstanding documentation.

• Document order and delivery progress through comments on Barcodes.

• Monitor late manufacturing orders through Collection Note Tracking.

Desired Experience & Qualification

Matric (Essential)

Relevant Administrative qualification (Beneficial)

Computer Literacy in MS Office (essential)

Understanding of general office procedures, document management and record-keeping practices.

Preparation of invoices

Customer service and administration

Knowledge of sound customer satisfaction processes

Experience in recording and administration systems pertaining to company and customer requirements on Syspro or similar ERP system (essential)

Experience in workshop practices in the efficient servicing and repairing of customer vehicles

Sound trailer/truck/automotive technical and product knowledge

Understanding of workings of warranty terms and conditions, service and maintenance plans/ programmes