Admin Manager

PRIMARY PURPOSE OF THE JOB

To manage and oversee all daily operations of the Branch to maximise and ensure profitability and sustainability.

KEY PERFORMANCE AREAS

1.

Managing account staff

2.

Generate Debtors Statements

3.

Generate daily audit trial report

4.

Recosting of stock

5.

Entries into the purchases journal

6.

Stock journals

7.

Price changes

8.

Month end

9.

Year end

10.

Daily/weekly backups/updates

11.

Filing

12.

Invoices

13.

Credit notes

14.

Administration

15.

General computer

16.

Computer maintenance

17.

Cash Book

18.

General Ledger

19.

Petty Cash

20.

Purchasing

21.

Personnel

23.

Filing

24.

Mail

JOB OUTCOMES AND FUNCTIONS

1.

Management of Subordinates

1.1

Ensure that all subordinates are performing according to the requirements as set out in their job descriptions / quality operating systems / procedures / work instructions

1.2

Initiate Disciplinary action against direct subordinates and ensure second level subordinates are disciplined in terms of requisite Company Policies as and when required

1.3

Manage and authenticate all leave requests in line with statutory requirements, Company Policy and operational requirements

1.4

Facilitate and promote training and development initiatives in line with operational requirements and Company Policy

1.5

Develop and foster staff morale through motivation and leading by example

2.

Generate Debtors Statements

2.1

Generate and print out customer and branch statements

2.2

Give statements

3.

Daily Audit Trial Report

3.1

Check and balance the audit trial report and sort out accordingly

3.2

Ensure that all documents match for each supplier received against prices on the official authorised order ,price extentions,discounts

3.3

Ensure that at the end of each month, the suppliers statement, plus any requests for credit are reconciled on a creditors reconciliation statement form in triplicate

4

Recosting of stock

4.1

Ensure that during the month all documentation is received from the receiving department confirming receipt of goods sent by the branch

4.2

Capture payments for invoices received from Durban for goods received

5.

Entries into the purchases journal

5.1

Ensure the current month’s purchases as per the creditors statement are entered into the purchases journal

5.2

Give all copies of the reconciliation statement, together with the suppliers’ statements, invoices and delivery notes to the branch Manager for approval and authorisation for payment

5.3

Give all documents, together with the cheques to the Financial Manager for signing

5.4

Phone the relevant suppliers to notify them that their cheques are ready for collection or post the cheques to the relevant suppliers

5.5

Ensure all documentation are filed in cheque number order

6.

Stock Journals

6.1

Ensure stock journals are approved by dept. Manager

6.2

Process stock journal from the datasheet on computer

6.3

Take on new product codes on the computer

6.4

Amend product codes when needed

6.5

Advise dept. Manager when successfully loaded

6.6

Prepare for cut off process all credit notes ,invoices ,stock received

6.7

Rum memo reports and attend to any balances in memo

6.8

Produce and print stock take reports

6.9

Process reconciled stocktake counts

6.10

Hand reports back to the dept. Manager for safekeeping

7.

Price changes

7.1

Update cost and selling rates provided by the Managing Director

7.2

Run major price changes to recalculate selling and cost prices

7.3

Print the price change audit report for filing

8.

Month End

8.1

Balance debtors controls for all companies (Industrial & SATO)

8.2

Conduct backups to disk and tape

8.3

Run month end on computer

8.4

Print all month end reports for all branches and statements when balanced

9.

Year End

9.1

Balance debtors controls for all companies ((Industrial & SATO)

9.2

Complete the same procedure as for month

9.3

Capture stock discrepancies

9.4

Run respective reports

10.

Daily / weekly backups/ updates

10.1

Conduct daily updates at end of the day

10.2

Print out reports and rectify any discrepancies

10.3

Conduct backups to disk and tape

11.

Filing

11.1

File year end reports ,stock evaluation reports ,price charge report

11.2

File all documentation in date order

12.

Invoices

12.1

Genarate invoices

12.2

Enter manual invoice onto the computer and print out computer invoices

12.3

Give the printed invoices to the filing Clerk

13.

Credit Notes

13.1

Generate credit note

13.2

Ensure credit notes are signed off  by the  Dept. Manager

13.3

Process credit notes onto the computer and print out computer credit note

13.4

Give the printed credit notes to the filing clerk

14.

Administration

14.1

Order computer equipment

14.2

Obtain authorisation to order computer equipment

14.3

Make out an order for the computer equipment

1.4.4

Place order with the relevant company telephonically

15.

General computer

15.1

Assist MD with any computer work he may pass on

16.

Computer Maintenance

16.1

Ensure smooth running of all computer equipment

16.2

Assist all staff in solving any computer problems they may have

16.3

Arrange for outside technical assistance with any major problem

16.4

Liaise with Durban regarding any program errors

16.5

Maintain a log of all computer problems

16.6

Keep records of the date and nature of all computer problems

16.7

Train staff when necessary

17.

Cash Book

17.1

Prepare bank reconciliation

17.2

Obtain company bank statement and deposit slips on a daily basis from the accounts department

17.3

Enter all desists and payments on the bank statement into the cash book in Accpac

17.4

Ensure that all deposit slips are reflected correctly on the bank statement and enter transactions onto Accpac

17.5

Any outstanding deposit must be dealt with immediately

17.6

File all deposit slips, bank statements and paid cheques

17.7

Ensure that a “stop payment “advice is completed for all cheques issued and subsequently cancelled

17.8

“Stop payment “advice must be signed by the signatories and given to the bank

17.9

If it is claimed that a cheque is lost, ensure that no replacement is given until a “stop payment “advice form gas been given to the bank.

17.10

Prepare bank reconciliation as soon as possible after the closing date of the monthly cask books

17.11

Ensure that unused cheques are safeguarded at all times

18.

General Ledger

18.1

Administer the general ledger

18.2

Prepare the “posting summary “for the general ledger

19.

Petty Cash

19.1

Administer petty cash by means of the imprest system

19.2

Administer petty cash where the float is reimbursed on a regular basis for any expenditure made

19.3

No cheques or loans can be cashed from petty cash

19.4

Keep the petty cash box in a safe place and keep locked at all times

19.5

Ensure that all payments made from the petty cash float are authorised by the Financial Manager

19.6

No payments can be made from petty cash without a petty cash voucher and supporting documentation

19.7

Balance the summary by comparing the total spent plus the cash on hand to the original petty cash float and ensure that these two agree

19.8

Complete a cheque requisition form in order to request the reimbursement of petty cash float

19.9

Make the cheque for petty cash reimbursement out to Berzack Brothers

20.

Purchasing

20.1

Write up the order for stationary , toiletries etc. in order book and obtain the Financial Manager’s approval and signature

20.2

Phone /fax the order through to the suppliers

20.3

Hand the original order to the creditors clerk for processing

21.

Personnel Files Maintenance

21.1

Store staff record files.

22.

File Interbranches

22.1

Hand statements and invoices from branches over the filling clerk to file

23.

Administer incoming mail

23.1

Sort through the incoming mail and hand to the relevant department

23.2

Ensure the incoming mail has a date stamp verifying the date of receipt

23.3

All personal incoming mail to be handed to the relevant staff member

24

Reporting

24.1

Daily Audit Trial Report

24.2

Memo reporting

24.3

Stock take reports

24.4

Month end reports

24.5

Year-end reports

HEALTH & SAFETY RESPONSIBILITIES

1.

Ensure, as far as is reasonably practicable, a working environment that is safe and without risk to the health of the employees reporting to you.

2.

Taking all necessary measures to ensure that the requirements of all applicable Legislation and Regulations are complied with by every person on the premises under your control.

3.

Know all existing hazards, unsafe acts and conditions and establishing on-going new hazards attached to any work and any plant and what precautionary measures should be taken in order to protect the health and safety of the persons reporting to you.

4.

Provide information, instructions, training and supervision necessary to ensure the health and safety at work of the employees reporting to you including (but not limited to):-

a)    Ensuring that every employee is familiar with the hazards attached to any work he has to perform and any plant or machinery he is required and/or permitted to use.

b)    Ensure that employees are familiar with the precautionary measures which should be taken and observed with respect to those hazards.

c)    Keep records of all the training (duplicate to be submitted to HR Department)

d)    All operators have to be re-trained every 6 to 12 months or as and when required.

5.

Enforcing such measures as may be necessary in the interest of health and safety.

6.

Reporting injuries on duty, near misses and environmental incidents per the relevant escalation procedure in place.

7.

Ensure Safety Representatives are carrying out their designated tasks.

NOTE: Every employee is responsible for their own health and safety, as well as that of others who can be affected by an employee’s actions / omissions. Every employee must:-

a)    Co-operate with the employer

b)   Carry out lawful orders and obey rules and procedures

c)    Report unsafe situations and conditions

d)   Report incidents which may affect health or safety

QUALIFICATIONS / EDUCATION

ESSENTIAL

IDEAL

NQF EDUCATION LEVEL

Grade 12

National Diploma in Business Management or Business Administration

EDUCATION

National Diploma in Business Management or Business Administration

TRAINING

Managing discipline in the workplace, company specific computer systems, Performance Management, Company policies and procedures

PRACTICAL EXPERIENCE REQUIREMENTS

ITEM

PRACTICAL EXPERIENCE

NO. OF YRS

1.

Experience in Managerial position

5

2.

Experience in Accpac system

2

3.

Experience in accounts

5

GENERIC COMPETENCIES REQUIRED

KNOWLEDGE

1.

Knowledge of basic accounting

SKILLS

1.

Managerial abilities

2.

Good organizational leadership skills

3.

Possess excellent decision making skills

4.

Ability to work efficiently as part of the team

5.

Good Inter-personal skills

6.

Planning and organisation

7.

Customer Service

8.

Communication Skills

9.

Negotiation Skills

10.

Conflict Management

11

Computer Literacy

IMPORTANT CONTACTS

ADVISES

LIASES WITH

Managers

Managers

Managing Director

Despatch Manager

Financial

Workshop Manager

HR Manager

Group Accountant

NOTE:

This job description indicates, in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.