The Purpose of this Position
The successful candidate will report to the Branch Administrator and will be responsible for branch related administrative support and to act on the behalf of the administrator when required.
Duties and Responsibilities to include but not limited to the following:
- General Admin and Reception duties.
- Work in Progress invoicing.
- Contract administration (generating contracts and invoicing – short term rental).
- Generating purchase orders.
- Supplier invoice processing.
- Maintenance contract invoicing.
- Service recording and invoicing.
- Spare part ordering.
- Tender Documentation.
- Opening and processing of work orders.
- Conduct advanced Autoline transactions.
- Debtor Management.
- Brief customers regarding Display Room Equipment and conduct general sales.
- Marketing and advertising.
- Represent Branch Management when required.
- PA Duties.
- Checking and receiving orders for site.
- Health & Safety Representative.
- Labour related responsibilities.
- Office logistics and bookkeeping.
- Expense management.
- Ensure employees always follow the company code of conduct and policies.
- Ensure that risk management policies are followed and company assets and personnel under the departments control are adequately protected.
- Effectively managing and updating various systems and databases.
- Carry out miscellaneous tasks to support management, any overflow from branch manager and administrator as and when required.
- Carrying out confidential projects and research.
- Distribution, capturing and filing of documents i.e. payment certificates and accounts etc.
- Manage the internal staff and daily operations in the branch and ensure effective submission of documentation to Head-Office and other Bud Group Companies.
- Maintain Master files covering different departments and aspects of the business.
- Typing, compiling and preparing reports, presentations and correspondence.
- Ensure cash count balances, capturing transactions on the recons. Ensure supporting documents are obtained for safe keeping and Recons are sent to Head Office.
- Ensure accurate management of expenses in line with Branch limits (petty cash, claims, etc.).
- Assist with finance application to Goscor Finance.
- Ensure that all sales documents are obtained, completed and submitted correctly.
- Capturing and processing of invoices in the accounting system.
- Complete account application forms for management.
- Carry out Stock count, control and input on systems.
- Control and process of purchases, sundries, GRN’s, business expenses etc.
- Engaging with courier services when required.
- Manage and controls warranty systems for branch.
- Ensure that general maintenance of the office and building is attended to.
- Manage the branch fleet to ensure that no disruptions occur due to vehicles off the road.
- Organising of travel arrangements, staff events, customer relations such as functions and gifts meetings and other communication.
- Assist administrator and head office in HR and payroll matters i.e. payroll confirmations, employee forms; staff deductions; capturing of time sheets, submission of contracts etc.
- POPIA Compliance Officer
- Ensure that employees always follow the POPIA rules.
- Assess operational procedures for POPIA, develop procedures to limit risk and record modified privacy-aware procedures.
- Conducted awareness training on data breaches, incidents and risk assessment.
- Perform PI Audit, PI inventory for each business unit, access to PI, PI processes and justifications.
Job Related Knowledge and Skills:
- Must have Matric and skills related post-matric qualification.
- Administration qualification or at least 3 years admin experience.
- Relevant computer skills including e mail, excel, word and power point (Autoline an advantage).
- Used to working to and achieving deadlines monthly.
- Must have a minimum 5 years’ relevant experience.
- Must have self-confidence and an outgoing personality to work with sales personnel, technicians, foremen and customers.
- Must have the ability to work fast and accurate under pressure.
- Basic knowledge of Display Room equipment and sales skills.
- Driver’s license and own vehicle.
- Local knowledge and contacts.
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
All applications (complete CV) must be submitted no later than close of business on Friday, 13 December 2024. Email: careers@goscor.co.za Ref: GICE 11/24/59.
The Goscor Group believes in transparency in the recruitment process, as we believe that this benefits both the applicant and the broader Group. So please note that reference checks will be performed on all applicants currently employed anywhere within Goscor / Bud should they apply for this role. These checks will be performed solely at management’s discretion and are likely to involve discussions with you direct line manager and / or other management (where relevant / necessary) Should you not consent to this, Goscor reserves the right to not take your application further. The Goscor Group is an equal opportunity and affirmative action employer and does not discriminate against persons because of age, race, religion, disability, gender, ethnic or national origin, or veteran status.
Please note that by applying for this position you agree to your personal information being processed and verified where applicable by the recruiting company or its agents.
Should you not hear from us after two weeks of the closing date, please consider your application unsuccessful.