SUMMARY:
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POSITION INFO:
The purpose of this position is to ensure achievement of business objectives, through personal performance and the performance of the admin team, best management practices are followed in all areas of responsibility regarding admin procedures and actions, to implement and uphold actions in line with company strategic vision, to maximize efficiency of the department and to operate the department costs according to set targets.
The requirements listed below are representative of the knowledge, skills, education / training, and experience required for this position:
- Advanced / Expert Computer literacy in MS Outlook, Word & Excel
- Experience working in Kerridge will be advantageous.
- Strong analytical ability, strong focus on attention to detail and accuracy
- Strong financial / numerical ability – must have experience and understanding of financial indicators, e.g., AOD’s, Capex, Fleet replacement and restructures.
- Strong accounting knowledge, particularly with regards to fixed assets and depreciation calculations
- Excellent interpersonal skills, including very strong verbal and grammatically correct written English & Afrikaans communication skills.
- Ability to interact with senior management, excellent communication skills with people at all levels in an organization.
- Impeccable, friendly, and professional telephone manner and in general when dealing with customers both internally and externally.
- Ability to function effectively in a group and add value to the team / environment.
- Excellent work ethic – honest, reliable, hardworking, dedicated, takes pride in work carried out.
- Highly developed prioritizing and multi-tasking skills; strong sense of urgency; problem solving and decision-making skills; must be able to function effectively under pressure.
- Dedication to service excellence in every aspect of work carried out, strong focus on internal and external customer service.
- Ability to work with little or no supervision and still complete tasks timeously; enthusiastic, self-motivated and can use own initiative; deadline and results orientated.
- Ability to adapt to and accept change, new ideas, new challenges.
- Good negotiating skills
Duties and Responsibilities:
Fleet Management:
Ensure procurement of vehicle/accessory order is compiled by:
- Receiving vehicle / accessories order files and validating order by making sure all information pertaining to the order is filled in correctly e.g. delivery address and date, deposit requirements, colour, title holder information etc.
- Issue order numbers and confirm delivery dates in line with the signed COR. Keep departmental managers UpToDate with delivery times and schedules.
- Complete the vehicle requisition on the production system with the validated information.
- Generating purchase orders from the production system
- Arranging for orders and proxy forms to be emailed to or to be collected by the suppliers.
- Pre-Delivery Tracking of vehicles: (Ensure pre-delivery tracking process by)
Checking delivery dates with the suppliers and advising departments of any changes.
Emailing of vehicle order letters generated by the production system, to the department advising them of the confirmed delivery date
Confirm delivery before handing unit file to the administration for activation.
- Vehicle accidents, record keeping and administration; registering insurance claims and follow up process to completion.
- Ordering Fuel cards: Order and issue fuel cards when needed / due. All fuel cards must be ordered prior to the delivery of the vehicles.
- Monthly Fuel reconciliation to statement
Administration duties:
- CAPEX process: Create PO; upload on Magnitude; payment of supplier; asset registering on Kerridge with national.
- Creating and monitoring purchase orders. Ensuring that outstanding orders are followed up and processed. Orders to be received.
- Cell phone and Computer equipment management and ordering
- Managing of GIS account daily and verifications for branch
- Facilitating & Processing of entire Customer Onboarding process
- Asset Register Management
- Full Responsibility of Petty Cash
- Full Responsibility of Purchasing for Admin & Rental Department
- Co-ordinating and driving of Clearing Accounts with All Departments
- Co-ordination of Fruit Customer Fleet Schedules
- Assist Rental Department in LTR & STR as and when required
- Assist Debtors Team as and when required
- Assist with general admin of department.
