Branch Administrator

Volvo Trucks; Newcastle; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Volvo Group Southern Africa (Pty) Ltd is seeking a Branch Administrator to manage the administration function across Parts, Workshop, Finance, HR and related activities. You will report to the Branch Manager and balance daily tasks with Head Office requirements.

The role emphasizes debtors, HR, finance, aftermarket administration, sales support and strong customer focus in a on-site office environment. Matric and 3 years branch admin experience are required; Kronos/ESS familiarity is helpful.

Qualifications

• Matric or Grade 12.
• Secretarial or Administration qualification advantage.
• 3 years Branch Administration experience.

Responsibilities

• Debtors: record-keeping, keep information current and follow up on queries.
• HR: update staff status, input overtime/leave in Kronos, approve timesheets.
• Finance: generate supplier orders, allocate receipts, balance daily reports.
• Aftermarket administration: balance deposits, forward to Head Office, prompt queries.
• Sales: assist with administration and paperwork per Volvo requirements.
• Customer focus: resolve account queries and meet customer needs.

Skills

Leadership

Communication

Writing skills

Customer service

Computer literacy

Telephone skills

Work independently

Attention to detail

Education

Matric / Grade 12

Secretarial / Administration qualification

3 years Branch Administration experience

Tools

Kronos

ESS system

Job description

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and infrastructure solutions for the future. If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

What You Will Do

At Volvo Trucks you will contribute to the transformation of our company, the transport industry and society at large. You will:

Purpose of the Role

To be responsible for the administration function within the sub-branch which includes Parts, Workshop admin, Finance, HR and other related administrative function.

Reporting: This position reports to the Branch Manager.

Job Objectives

Debtors

• Record Keeping.
• Latest information recorded.
• Build and maintain customer database\Keep records of all communications.
• All documents filed and kept in accordance with Volvo directives and procedures.
• Attention on Key Accounts – follow up on all queries.
• Ensuring payments are receipted timeously.

HR

• All communication to be handed to staff.
• Up to date with the status of each item and all relevant branch staff informed.
• Recording of leave on the ESS system.
• Assist with the Input overtime/leave on kronos.
• Approve overtime print timecard.

Finance

• Assist to Generate orders for Suppliers.
• Advise finance department of payments received.
• Allocate receipts to cash accounts.
• Ensure all payments received are filed accordingly.
• Liaise with cashier-cash outstanding report to be balanced daily.

Aftermarket administration

• Ensure that deposit slips and daily schedules balance and are forwarded to Head Office on daily basis.
• Queries are promptly solved/referred to Head Office.
• Ensure that all documentation are sent to Head Office with necessary authorizations.
• Payment to be made immediately on any cash sales.
• Ensure Aftermarket Manager approves any credits.

Sales

• Assist sales executives with administration ie. Release notes followed up. Ensure paperwork is up to standard as per Volvo requirements.

Customer Focus

• Take action to resolve customer account queries.
• Take action to meet customer needs.
• Take action to address customer concerns.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring:

Qualification & Job Experience

• Matric or Grade 12.
• Secretarial or Administration Qualification advantage.
• 3 years Branch Administration experience.

Key Competencies

• Leadership.
• Understanding of diverse cultures.
• Good communication and writing skills.
• Basic figure and calculation skills.
• Computer literate.
• Telephone and excellent customer skills.
• Self-motivated and work without direct supervision.

Short listed candidates must complete and sign personal verification permission, consent and indemnity declarations, to inter alia perform reference, criminal, credit, qualification, vetting process (if applicable to position) and any other checks deemed necessary.

Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer. We encourage people with disability to apply.

Application Closing Date: 10 November 2026.

We value your data privacy and therefore do not accept applications via mail.

Who We Are And What We Believe In

We are committed to shaping the future landscape of efficient, safe, and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents across the group’s leading brands and entities.

Applying to this job offers you the opportunity to join Volvo Group. Every day, you will be working with some of the sharpest and most creative brains in our field to be able to leave our society in better shape for the next generation. We are passionate about what we do, and we thrive on teamwork. We are almost 100,000 people united around the world by a culture of care, inclusiveness, and empowerment.

At Volvo Trucks you will be part of leading the way towards a sustainable transport industry. For nearly a century we have been innovating for people – to make life easier, better and safer. Driving progress is our promise to customers, to the industry and to society. At Volvo Trucks we share a curiosity to learn, we work with passion and we embrace change to stay ahead. Join us, together we move the world we want to live in.