Admin Manager Durban - Trio Recruitment LTD - eThekwini

Our client a division of Bidvest is looking for an Admin Manager. Managing administrative staff Debtors management Generate daily audit trial report Purchases and Payables Stock Control Stock journals Price changes Month end Year end Daily/weekly backups/updates Payroll Invoices Credit notes Computer maintenance Cash Book Petty Cash Purchasing Personnel File Maintenance Reporting Management of Administrative Staff Ensure that all administrative staff are performing according to the requirements as set out in their job descriptions / quality operating systems / procedures / work instructions Initiate disciplinary action against direct subordinates and ensure second level subordinates are disciplined in terms of requisite Company Policies as and when required Manage and authenticate all leave requests in line with statutory requirements, Company Policy and operational requirements Facilitate and promote training and development initiatives in line with operational requirements and Company Policy Develop and foster staff morale through motivation and leading by example Debtors Management Generate and print out customer and branch statements Oversee DBN debtors clerk duties and assist as needed Review and submit for new accounts before sending to national debtors manager Review and submit new HP agreement requests to debtors manager Ensure credit limits are not breached and internal controls are adhered to Daily Audit Trial Report Check and balance the audit trial report and sort out accordingly Ensure that all documents match for each supplier received against prices on the official authorised order, price, extensions, discounts Ensure that at the end of each month, the suppliers statement, plus any requests for credit are reconciled on a creditors reconciliation statement form in triplicate Purchases and Payables Ensure that during the month all documentation is received from the receiving department confirming receipt of goods sent by the branch Facilitate capture payments for invoices for goods received Prepare/Review creditors reconciliations and submit to head office (Group Accountant) Stock Control Ensure appropriate inventory movement controls are operating effectively Ensure Appro stock procedure is complied with including warehouse transfers and verification of appro stock on a monthly basis Facilitate the stock count process for the branch including preparation, execution, tracking and variance counts Monitor GIT reports to ensure no long outstanding GITs Ensure timeous receipting of stock received Stock Journals Ensure stock adjustments are approved by dept. Manager Facilitate new stock code creation with the group accountant Amend product codes when needed with group accountant Advise dept. Manager when successfully loaded Prepare for cut off process all credit notes ,invoices ,stock received Rum memo reports and attend to any balances in memo Ensure appropriate filing of reports Price changes Update cost and selling rates provided by the Managing Director Run major price changes to recalculate selling and cost prices Print the price change audit report for filing Month End Action reconciling items from Sub-Ledger to General given by group accountant Compile monthly checklist Year End Carry out cut off procedures given by group accountant Daily / weekly backups/ updates Conduct daily updates at end of the day when needed Print out reports and rectify any discrepancies when needed Conduct backups to disk and tape when needed Payroll Completion of monthly payroll inputs to HR manager including but not limited to overtime, leave, commission, pension fund exit forms I nvoices Facilitate generation of invoices and provide to admin clerk for filing Review and sign off on manual invoice books after ensuring capturing on the system Review of POD register and follow up on outstanding PODs Credit Notes Give the printed credit notes to the filing clerk Review and approve credit notes with branch manager Process credit notes onto the computer and print out computer credit note Review credit note register and submit to HO Computer Maintenance Facilitate system issues with the IT manager as the branch representative Cash Book Prepare bank reconciliation Obtain company bank statement and deposit slips on a daily basis from the accounts department Enter all desists and payments on the bank statement into the cash book in Accpac Review all cash ups and ensure cash & card receipts on the bank reconcile to expectation Ensure that all deposit slips are reflected correctly on the bank statement and enter transactions onto Accpac Any outstanding deposit must be dealt with immediately File all deposit slips, bank statements and paid cheques Petty Cash Administer petty cash procedure Administer petty cash where the float is reimbursed on a regular basis for any expenditure made No cheques or loans can be cashed from petty cash Keep the petty cash box in a safe place and keep locked at all times Ensure that all payments made from the petty cash float are authorised by the Financial Manager No payments can be made from petty cash without a petty cash voucher and supporting documentation Balance the summary by comparing the total spent plus the cash on hand to the original petty cash float and ensure that these two agree Complete a cheque requisition form in order to request the reimbursement of petty cash float Purchasing Write up the order for stationary , toiletries etc. in order book and obtain the Financial Manager's approval and signature Phone /fax the order through to the suppliers Hand the original order to the creditors clerk for processing Personnel Files Maintenance Store staff record files. Reporting Daily Audit Trial Report Memo reporting Stock take reports Month end reports Year-end reports Ensure, as far as is reasonably practicable, a working environment that is safe and without risk to the health of the employees reporting to you. Taking all necessary measures to ensure that the requirements of all applicable Legislation and Regulations are complied with by every person on the premises under your control. Know all existing hazards, unsafe acts and conditions and establishing on-going new hazards attached to any work and any plant and what precautionary measures should be taken in order to protect the health and safety of the persons reporting to you. Provide information, instructions, training and supervision necessary to ensure the health and safety at work of the employees reporting to you including (but not limited to):- Ensuring that every employee is familiar with the hazards attached to any work he has to perform and any plant or machinery he is required and/or permitted to use. Ensure that employees are familiar with the precautionary measures which should be taken and observed with respect to those hazards. Keep records of all the training (duplicate to be submitted to HR Department) All operators have to be re-trained every 6 to 12 months or as and when required. Enforcing such measures as may be necessary in the interest of health and safety. Reporting injuries on duty, near misses and environmental incidents per the relevant escalation procedure in place. Ensure Safety Representatives are carrying out their designated tasks. NOTE : Every employee is responsible for their own health and safety, as well as that of others who can be affected by an employee's actions / omissions. Every employee must:- Co-operate with the employer Carry out lawful orders and obey rules and procedures Report unsafe situations and conditions Report incidents which may affect health or safety NQF EDUCATION LEVEL Grade 12 National Diploma in Business Management, Business Administration or finance related EDUCATION National Diploma in Business Management, Business Administration or finance related diploma National Diploma in Business Management, Business Administration or finance related diploma TRAINING Managing discipline in the workplace, company specific computer systems, Performance Management, Company policies and procedures Managing discipline in the workplace, company specific computer systems, Performance Management, Company policies and procedures PRACTICAL EXPERIENCE REQUIREMENTS ITEM PRACTICAL EXPERIENCE NO. OF YRS Experience in Managerial position 5 Experience in Accpac system 2 Experience in accounts Advantageous GENERIC COMPETENCIES REQUIRED KNOWLEDGE Knowledge of basic accounting and overall business administration Experience in administration of a trading branch SKILLS Managerial abilities Good organizational leadership skills Possess excellent decision making skills Ability to work efficiently as part of the team Good Inter-personal skills Planning and organisation Customer Service Communication Skills Negotiation Skills Conflict Management Computer Literacy Apply Now

Share this job with someone you think should apply!

Facebook

Admin Manager Durban - eThekwini

Related Jobs

Bookkeeper Durban - Durban

Senior Bookkeeper Durban - eThekwini

Bookkeeper - Durban

Senior Financial Accountant Durban North - Durban North

Bookkeeper - Durban

Want to do another search?