Branch Administrator Cape Town

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.