Branch Administrator

SUMMARY:
Our client, a leading organisation operating within the Commercial Vehicle and Automotive industry, is seeking to employ an experienced Branch Administrator to join their team based in Cape Town.

POSITION INFO:
Requirements:

• Matric / Grade 12.
• Relevant administration or bookkeeping qualification advantageous.
• Minimum 5 years' experience in similar role.
• Previous administrative or accounts experience, preferably in an accounts payable environment.
• Exposure to sales operations, dealer environments, or commercial administration.
• Proficient in Microsoft Office and ERP/HR systems.
• Valid driver's license and own vehicle.

Human Resources and Personnel Administration

• Maintain accurate employee records and personnel files.
• Administer staff attendance, overtime, leave, and clocking adjustments through the applicable HR systems.
• Assist employees with HR-related administrative queries.
• Liaise with Head Office HR regarding personnel administration and staffing requirements.
• Coordinate internal training, safety inductions, and skills development activities.

Sales Administration

• Provide administrative support to the sales team.
• Generate quotations, offers to purchase (OTPs), and other customer documentation.
• Maintain complete sales deal files and ensure all supporting documentation is accurately filed.
• Coordinate vehicle licensing, registration, warranty registrations, and temporary permits.
• Manage administration relating to demonstration and loan vehicles.
• Control vehicle spare keys and associated records.
• Liaise with the workshop to ensure vehicles are prepared for customer delivery, including PDI completion, cleaning, and required compliance documentation.
• Coordinate vehicle movements between the branch, body builders, suppliers, and customers.

Financial and Accounts Administration

• Assist Head Office Finance with invoice processing, supplier documentation, payment requests, refunds, and approval workflows.
• Prepare supplier purchase requests and submit supporting documentation for payment.
• Review creditor payment documentation for completeness and banking accuracy.
• Capture creditor payments on the online banking platform where authorised.
• Allocate customer receipts and banking transactions.
• Process branch banking and maintain accurate financial records.
• Assist with resolving outstanding supplier accounts and invoice queries.

Vehicle and Stock Administration

• Maintain accurate branch vehicle stock records and control vehicle keys.
• Coordinate stock transfers and vehicle ordering with Head Office.
• Administer body builder and supplier orders.
• Open and administer job cards, including associated sublet orders, roadworthy certificates, fuel, and weighbridge requirements.
• Ensure all vehicle documentation is complete and accurately recorded.

Office and Operational Administration

• Provide administrative support to the Regional Manager and branch management team.
• Coordinate travel, accommodation, and related bookings.
• Manage courier services and incoming/outgoing documentation.
• Purchase and control office stationery, refreshments, groceries, and consumables.
• Coordinate visitor hospitality and meeting arrangements.
• Maintain effective filing systems and document control.
• Compile and submit daily, weekly, and monthly operational reports to Head Office.
• Provide general administrative support across all branch departments.

Health, Safety and Compliance

• Support the implementation and administration of branch health and safety requirements.
• Liaise with security service providers and assist with branch security administration.
• Coordinate safety documentation, inspections, and compliance activities.
• Ensure branch operations comply with company policies, procedures, and statutory requirements.

General Branch Support

• Act as the central administrative contact for the branch.
• Support branch projects, marketing activities, customer events, and exhibitions where required.
• Assist departments during peak workload periods to ensure operational continuity.
• Perform additional administrative duties as reasonably required to support the efficient operation of the branch.