Branch Administrator Cape Town

Branch Administrator
Cape Town

Purpose of the Role
The Branch Administrator is responsible for providing comprehensive administrative, financial, sales support, human resources, and operational coordination to ensure the efficient day-to-day running of the branch. The role acts as the central administrative support function, coordinating activities across all departments while ensuring compliance with company policies and supporting Head Office requirements

Key Responsibilities

Human Resources & 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 & 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 & 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 & 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 & 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.

Key Competencies

• Strong organisational and administrative skills.
• High attention to detail and accuracy.
• Ability to prioritise multiple tasks in a fast-paced environment.
• Sound financial and numerical aptitude.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office and ERP/HR systems.
• Ability to maintain confidentiality and exercise professional judgement.
• Customer-focused with a proactive and collaborative approach.

Minimum Requirements:

• Matric & a relevant administration or bookkeeping qualification advantageous.
• Minimum 5 years’ experience in similar role
• Proficient in MS Office Suite.
• Previous administrative or accounts experience, preferably in an accounts payable environment.
• Code 8 licence

Personal Attributes:

• Confident and proactive approach-anticipates issues and requirements
• Exposure to sales operations, dealer environments, or commercial administration.
• Must be a team player.
• Strong organizational skills and attention to detail.
• Professional communication and interpersonal skills.