Administration - General Services Officer M/F

Groupe CFAO; South Africa; On-site; ZAR 240,000 - 420,000; Full time

Job summary

Groupe CFAO is seeking an Administration General Services Officer (M/F) based in South Africa. The role requires Grade 12/Matric, strong MS Office skills, and experience with Kerridge.

You will manage fleet-related procurement, asset records, and financial controls while coordinating with senior management across departments. The ideal candidate combines meticulous attention to detail with excellent communication in English and Afrikaans, and can work independently in a busy admin environment,

Qualifications

• Grade 12 / Matric is required.
• Proficient in MS Outlook, Word & Excel; Kerridge experience is advantageous.
• Strong numerical and accounting knowledge, especially fixed assets and depreciation.
• Excellent English and Afrikaans communication; able to interact with senior management.
• Ability to work with little supervision, multi-task under pressure and meet deadlines.

Responsibilities

• Procure vehicle and accessory orders; compile and validate order details (delivery address, date, deposits, colour, title holder).
• Generate purchase orders from the production system and track delivery times.
• Pre-Delivery tracking of vehicles; confirm delivery dates with suppliers and departments.
• Vehicle accidents: record keeping and administration; register insurance claims and follow up.
• CAPEX process: create PO, upload on Magnitude, pay supplier, and register asset on Kerridge.
• Petty Cash and Admin/Rental purchasing management; asset register upkeep.

Skills

Advanced computer literacy

Analytical ability

Financial/numerical ability

Fixed assets knowledge

English & Afrikaans communication

Interpersonal skills

Senior management interaction

Education

Grade 12 / Matric

Tools

Kerridge

Job description

Administration -General Services Officer M/F

Job details

Profile

Administration - Administration -General Services Officer

Position title

Administration -General Services Officer M/F

Contract

Contractual hours

Full-time

The requirements listed below are representative of the knowledge, skills, education / training, and experience required for this position:

• Grade 12 / Matric
• Advanced / Expert Computer literacy in MS Outlook, Word & Excel
  Experience working in Kerridge will be advantageous.
• Strong analytical ability, strong focus on attention to detail and accuracy
• Strong financial / numerical ability – must have experience and understanding of financial indicators, e.g., AOD’s, Capex, Fleet replacement and restructures.
• Strong accounting knowledge, particularly with regards to fixed assets and depreciation calculations
• Excellent interpersonal skills, including very strong verbal and grammatically correct written English & Afrikaans communication skills.
• Ability to interact with senior management, excellent communication skills with people at all levels in an organization.
• Impeccable, friendly, and professional telephone manner and in general when dealing with customers both internally and externally.
• Ability to function effectively in a group and add value to the team / environment.
• Excellent work ethic – honest, reliable, hardworking, dedicated, takes pride in work carried out.
• Highly developed prioritizing and multi-tasking skills; strong sense of urgency; problem solving and decision-making skills; must be able to function effectively under pressure.
• Dedication to service excellence in every aspect of work carried out, strong focus on internal and external customer service.
• Ability to work with little or no supervision and still complete tasks timeously; enthusiastic, self-motivated and can use own initiative; deadline and results orientated.
• Ability to adapt to and accept change, new ideas, new challenges.

Profile

• Fleet Management:
  Ensure procurement of vehicle/accessory order is compiled by:
  Receiving vehicle / accessories order files and validating order by making sure all information pertaining to the order is filled in correctly e.g. delivery address and date, deposit requirements, colour, title holder information etc.
• Issue order numbers and confirm delivery dates in line with the signed COR. Keep departmental managers UpToDate with delivery times and schedules.
• Complete the vehicle requisition on the production system with the validated information.
• Generating purchase orders from the production system
• Arranging for orders and proxy forms to be emailed to or to be collected by the suppliers.
• Pre-Delivery Tracking of vehicles: (Ensure pre-delivery tracking process by) Checking delivery dates with the suppliers and advising departments of any changes.
  Emailing of vehicle order letters generated by the production system, to the department advising them of the confirmed delivery date
  Confirm delivery before handing unit file to the administration for activation.
• Vehicle accidents, record keeping and administration; registering insurance claims and follow up process to completion.
• Ordering Fuel cards: Order and issue fuel cards when needed / due. All fuel cards must be ordered prior to the delivery of the vehicles.
• Monthly Fuel reconciliation to statement
• Resolving errors/problems with fuel cards. Cancelling fuel cards when required
• Contract restructures:
  Running the pending restructure list and issuing purchase orders in the case of committed restructures logged on CRM.
• In conjunction with the buying administrator, then ensuring that the provisional restructure list remains clean and up to date.
• Fleet maintenance: Scheduling vehicle services in accordance with service schedule.
• Vehicle repairs to be treat as urgent and timeously repairs to eliminate down time.
• Manage monitoring system (Tracker installations, problems and information)
• Manage Vehicle fines (ensure fines are paid and liaise with HR to do AOD)
• Financials: managing lease vehicle, vehicle repair costs and fuel expense allocations
• Manage process of asset vehicles to be sold.
• CAPEX process: Create PO; upload on Magnitude; payment of supplier; asset registering on Kerridge with national.
• Creating and monitoring purchase orders. Ensuring that outstanding orders are followed up and processed. Orders to be received.
• Cell phone and Computer equipment management and ordering
• Managing of GIS account daily and verifications for branch+
• Facilitating & Processing of entire Customer Onboarding process
• Asset Register Management
• Full Responsibility of Petty Cash
• Full Responsibility of Purchasing for Admin & Rental Department
• Co-ordination of Fruit Customer Fleet Schedules
• Assist Rental Department in LTR & STR as and when required
• Assist Debtors Team as and when required
• Assist with general admin of department.

Job location

Job location

Africa, South Africa

Location