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Branch Administrator - Pietersburg North

Green Marble Recruitment Consultants

A well-established company in the Cape Town area is looking for a Branch Administrator within the Earthing & Lightning Protection Industry. Minimum Requirements: Matric or Equivalent. 3 – 5 Years’ experience in Administration. Must be Computer literate (Pastel, MS Office). Responsibilities: General Office administration. All correspondence and general filing, forms etc. Arranging upkeep of premises, office equipment and inventory etc. Answering telephone calls, e-mails and faxes; liaising with clients. Preparing invoicing, updating job schedule and enquiries folders. Submitting material / travelling / labour costing per completed job to Head Office in Johannesburg once job has been invoiced 100% (costing must be kept up to date during the duration of the job). Ensuring all contracts have order numbers issued timeously. Opening and closing all files – Jobs and Enquiries - and entering on computer as necessary. Submitting enquiries, as well as visiting clients regarding projects and for marketing purposes, when directed to do so by Head Office. Telesales duties, including following up all telesales enquiries especially projects where earthing and lightning protection has been specified. Marketing duties, including visiting existing and potential clients, consulting engineers, existing & new project sites. You will be required to initiate visits with potential & existing clients, referring to your archive enquiry and client lists for this purpose and researching other potential clients and projects. Weekly detailed schedule must be provided to Head Office after the meetings (including time & date of meeting, details of the person you met with, address, contact number and outcome of the discussions). In addition, a business card or company letterhead must be requested from each client visited and sent through to head office with balance of details requested). Use of own vehicle to conduct marketing and refund of petrol expenses by Company, based on accurate logbook details, attached to a weekly report of activities. Updating job list immediately changes are made and submitting to Head Office Johannesburg (including contracts list, contract values, outstanding balances, percentage of work completed, etc). Submitting weekly schedule of each team to Head Office in Johannesburg promptly every Monday morning. Keep up-to-date daily with where each team is and how far they are/progress on each site. Using the information to update weekly on the progress and to provide Excel invoices to Head office for processing on Pastel. Using the above information and daily worksheets, provide costing per project/job and submit to HO. Assisting Site Technician with team control, overseeing teams work schedules and stock control. Daily programming and communication with Site Technician, Brach coordinator and team, including planning of projects to be undertaken by working crews. Completing and submitting safety files. Booking medicals, inductions etc. Booking cheapest accommodation for teams when sleeping out and arrange for living out payments. Once arranged, request for payment to be sent to HO for authorisation. Maintaining folders on computer and maintaining records on jobs, clients (all contact details), as well as enquiries. Following up on quotations, order numbers, queries or any issue relating to jobs/business. Writing up monthly expense details for petty cash and forwarding to Johannesburg timeously by the 3rd of each month. Every second month send up petty cash sheets with original slips. Submitting month end salary information, including overtime, casual wages, absenteeism or any other relevant details (cut off 13th). Forwarding petrol slips to Johannesburg on a monthly basis. Submitting copies of work sheets to Johannesburg daily/the following morningincluding all quotations and any other documentation. General duties as may be required from time to time. Booking teams accommodation and communicating with Head office for living out fees. Managing vehicle Maintenance, Maintenance of the companies Residence and Office premises as well as Supervising the Office cleaning. Following up on Customer for Deposits and Approvals on Quotations. Assisting with Draft COC and Invoices once job has been completed. Sending Weekly Planning. Leasing with Customers regarding when our teams will be on site and start the approved work. Assisting with Quotation details and sending through to head Office for Quotations. Preparing Safety and supervisor files or sites. Booking necessary Training, Medicals and Inductions. Perform any function required of you, provided you are physically capable of performing that task/ function and it is not in contravention of any law or safety act. And all other matters regarding the smooth and efficient execution of all administrative duties, not mentioned above, but as instructed, or in the interests of the Company. Apply Now
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