Branch Administrator

SUMMARY:
Branch Administrator required in the Cape Town area to manage the day to day running of the office.

POSITION INFO:
Duties & Responsibilities:

• General office administration, including all correspondence and general filing, credit applications, forms, upkeep of office equipment and inventory etc.
• Answering telephone calls, opening /closing the office, emails and liaising with clients.
• Following up on quotations, order numbers, queries or any issue relating to jobs/business.
• Forwarding enquiries and orders promptly.
• Updating job list immediately when changes are made and submitting to HO (including contract’s list, contract values, outstanding balances, percentages of work completed etc).
• Submitting invoicing details per project for each team by the 13th of every month.
• Checking job sheets daily, submit when required.
• Using job sheets to provide costing, update details of progress on site, progress for invoicing purposes and times for overtime checking.
• Keep-up-to date: where each team is and how far they are/progress on each site. Using the information to send on a weekly schedule (Monday morning) on the team’s movements & information of progress per site.
• Assisting with team control, overseeing teams work schedule and stock control. Daily programming and communication with Contact’s Manager, coordinator and teams, including planning of projects to be undertaken by working crew.
• Submitting material / travelling / labour costing per completed project or job to HHK Johannesburg once the job has been invoiced 100% (costing must however, be kept up to date during the duration of the job).
• Writing up monthly expense details for petty cash and forwarding to Johannesburg timeously by the 3rd of each month. Every 2nd month send up petty cash sheets with original slips.
• Submitting month end salary information, including overtime, casual wages, absenteeism or any other relevant details (cut of 13th)
• Forwarding petrol slips to Johannesburg on a monthly basis.
• Arranging upkeep of premises. Managing tenants including complaints, maintenance/repairs and souring new tenants.
• Ensure compliance with all requirements on site regarding health, safety and environmental policies, manuals and procedures.
• Safety aspects as may be required from time to time.
• Compiling & updating safety files and contractors pack for all contracts, as required.
• Attending to all health and safety matters for the branch.
• Assisting with Risk assessments.
• Attending site meetings regarding health and safety/QMS/safety files/ contractors pack, as required.
• Assisting in ensuring contracts have order numbers issued timeously and completing and submitting safety files / contractors pack.
• You are to perform any function/task required of you, provided you are physically capable of performing that is not in contravention of any law or safety act and all other matters regarding the smooth and efficient execution of the Branch contracts/administration not mentioned above but in the interests of the productivity of your working crew, turnover targets, etc.