Branch Administrator

Job Description

Vacant Position: BRANCH ADMINISTRATOR – RETAIL

Branch: Worcester & Boardwalk PE

A vacancy exists for a suitably qualified and experienced Branch Administrator at our Worcester and Boardwalk PE Branches. The successful candidate will be responsible for banking and reconciling point of sale takings, monitoring daily transactions, general administration and ensuring that the branch is prepared for stock takes.

Herewith an overview of the position:

Manage Cash Handling Practices:

• Replenish cash floats for point of sale.
• Monitor and double-check cash up procedures.
• Accurately record all forms of payments received on master cash up summary form.
• Reconcile/balance all takings received against till cash up summary and cash up register
• Run and verify POS transaction reports
• Accurately completing deposit slips for payments received.
• Banking of all payments received and submitting deposit slips to finance and relevant parties.
• Banking of all payments received and submitting deposit slips to finance and relevant parties.
• Ensure extra change is ordered for POS
• Manage and secure cash pick up process
• Controlling and reconciling petty cash expenses.
• Check all COD monies received from driver, van assistant is correct before signing COD book
• Authorise and process cash refunds for COD customers
• Secure takings of POS and cash overnight
• Resolve and report any discrepancies relating to payments or cash received to relevant parties

Oversee Operations within the Branch:

• Running and distributing of daily, weekly and monthly reports to relevant person(s)
• Verify and reconcile transactions to corresponding report.
• Monitor the flow of daily stock transactions and documentation.
• Ensure staff adheres to established organisational policies and procedures.
• Ensure that staff adhere to all administrative duties
• Monitors IBT’s in transit weekly.
• Authorise and process all stock related journals.
• Managing queries promptly and as per organisation policy and procedure.
• Follow-up and monitor outstanding payments and transactions

Loss Control and Security

• Follow-up and verify stock deficiency reports daily
• Authorise and process all stock related journals.
• Ensure hazard counts are completed as per the company policy and procedures
• Ensure buyout values are kept at a minimum in accordance with organisational policy and procedure
• Verify credit note against GRNs, and credit notes against daily sales journal
• Monitor overall branch security
• Ensure high value items are stored in a secure location
• Ensure staff monitor, rotate and replenish stock in accordance with organisational procedures.
• Accurate safe handling and filing of all documentation
• Monitor stock handling processes

Supervise Staff

• Evaluate staff performance as per specified KPAs and KPIs.
• Identify and meet training needs of staff.
• Manage staff in the absence of branch manager.
• Prepare work schedules for staff and Maintain accurate staff records
• Delegate duties to staff
• Ensure staff perform their various duties accurately and efficiently
• Monitor and assess staff
• Ensure that staff adheres to all administrative duties.
• Coaching and mentoring of staff
• Discipline of staff in the absence of branch manager
• Maintain good labour relation practice

General Admin

• Ensure all filing is accurately filed and kept up to date
• Accurate safe handling of all documentation
• Enters a variety of information on manual or computerised records or forms.
• Scanning or posting a range of documents to customers, suppliers, departments or branches.
• Monitor and control all pre-numbered books/documentation in the branch.

Health and Safety and Housekeeping

• Report non adherence to OSH Act to health and safety rep and management
• Ensures that standard health and safety requirements are adhered to
• Ensure safety of all company assets
• Ensure that waste is disposed/removed as per organisational policy and procedures.
• Ensure staff pack stock in their designated areas
• Ensure staff updates shelf edge labels.
• Ensure that store is kept neat and tidy at all times

Stock Take

• Run all pre stock take reports
• Process/complete all outstanding documentation.
• Prepare store for stock take.
• Count stock and record quantities onto scanner.
• Assist manager with stock take reports

Critical skills:

• Numerical skills.
• Ability to reconcile accounts.
• Customer service skills/telephone skills
• Computer literacy skills.
• Administrative skills and abilities
• Assertive personality
• Ability to follow specified procedures in the completion of their duties
• Communication skills
• Interpersonal / Social skills. (Ability to interact with customers in an enthusiastic, polite and professional manner.)
• The ability to present themselves and the Company in a professional manner

Knowledge:

• Product knowledge.
• Know and understand admin policies and procedures.
• Know the general operation of the branch.
• Knowledge of all company documentation.
• Knowledge of goods and services provided by the company.
• Knowledge of internal resources.
• Knowledge of the ERP system.
• Basic Excel knowledge.

Leadership skills:

• Decision making
• Coaching and mentoring
• Training and development
• Honesty and integrity
• Conflict handling

Qualifications and Experience:

• Matric / NQF 4
• 3 years previous wholesale and retail administrator experience

Refer a Friend

Introduce your friends to Drake and we will pay you up to R1000* if we place your friend in a permanent position. You can also earn R1000* if we place your friend in a temporary assignment. * Please see your local branch for details.