Branch Operations Administrator

SUMMARY:
A Vacancy exists for a Branch Operations Administrator in the Guarding Division base in Witbank.

POSITION INFO:
The suitable candidate’s main responsibilities and duties include, but are not limited to, the following:

PROCUREMENT

• Logistical procurement, storage and stock control measures are in line with company policy (Proc 8.15) and can support the immediate needs of our business operations.
• Obtaining Quotes & Submission of requisitions in respect of Assets, consumables, repairs and maintenance in general, stationary, uniform, training and all other necessary service or equipment.
• Obtain Purchase orders in respect to requisitions submitted.
• Management and control of uniforms including stocktaking.
• Submit Customer Claim report each Thursday before 12:00.
• Staff purchases for damage to company assets.

• Maintaining stock registers of all assets
• Ensure equipment is sent for repairs and returned to site timeously.
• Complete asset disposals and transfers as and when necessary.

• Permanent and Ad Hoc contracts including All quotes for services, submitting to WFM/PRP Coordinator for attendance and loading it month end for invoicing.
• Maintaining existing client files, ensure all relevant documents are filed in respective client files and files are kept up to date.
• Create files for new clients must be done upon start of new client contract.
• Removal and archiving of terminated client files must be done according to ISO standards.
• Recording of minutes of branch and/or client meetings, when required.
• Submit Client Visit Report as directed by HQ, by the 15th and 30th of each month.
• Maintaining all Fixed Staff files
• Drafting and compiling monthly Manco report/ checking Income statement and GL reports
• Vehicle files and all other Admin files kept up to date

• Ensure non-conformances for major incidents, accidents and client complaints are created.
• Submit non-conformances to responsible managers, to action.
• Follow up and ensure close out of non-conformances.
• You are responsible to make sure all safety signage is displayed as per regulations. That safety drills are conducted regularly.
• That all necessary staff have safety training as is required for operations.
• Compile complete safety files for sites and revise files together with Area Managers. Keep signed register of completed site files that have been handed over to Area Managers.
• Ensure monthly toolbox talk and safety flashes is sent to Area Managers to action.

• Obtain completed WCL documents revise and correct, if necessary, complete further required documents (Travel report etc.) and submit to responsible parties.
• Ensure to confirm registration of claim.
• Regularly follow-up on progression of claim, first medical report, final medical report resumption report etc.
• Ensure all documents related to claim are submitted from WCL to Resumption report.
• Remember to confirm IOD sick leave with payroll administrator.
• Capture all IOD’s on DMS

• As Branch Operations Administrator you must ensure the efficient running of your office and all equipment under your control.
• Ensure that the office is always neat and clean and that all filling is done.
• Report directly to the Branch Manager and thus will be required to do general duties not prescribed above, which the Managers may require.

• Grade 12 or equivalent qualification;
• Attention to details;
• Computer literate;
• Able to work under pressure;
• Experience in office administration and contract management;
• Sound communication skills verbal and in writing;
• Fully Bilingual.

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