Branch Operations Administrator

Bidvest Protea Coin; Durban; On-site; ZAR 167,000 - 234,000; Full time

Job summary

Bidvest Protea Coin in Durban seeks a Office & Contracts Administrator to support the branch with office operations, quotations, client records, and regulatory training coordination. You will handle PO processes, claims, petty cash, and ISO-aligned file management, reporting to the Branch Manager.

The role requires Grade 12, sharp attention to detail, and strong communication skills in both languages. Candidates should be computer-literate and able to work under pressure in a busy office

Qualifications

• Grade 12 or equivalent qualification.
• Attention to details.
• Computer literate.
• Able to work under pressure.
• Experience in office administration and contract management.
• Sound communication skills verbal and written.
• Fully bilingual.

Responsibilities

• Obtain quotations for Regulation 21 training, submit all required supporting documentation, and coordinate the booking of officers for Regulation 21 training.
• Obtain Purchase orders in respect to requisitions submitted.
• Submit Customer Claim report each Thursday before 12:00.
• Compile and submit customer claims, ensuring all required supporting documentation is complete and accurate.
• Manage the petty cash float and reconciliation.
• Prepare and complete ad hoc quotations for services and submit them to the WFM coordinator for attendance and loading for invoicing.
• Create and maintain client files for both new and existing clients, ensuring files are established upon commencement of new client contracts and that all relevant documentation is accurately filed and kept up to date.
• Removal and archiving of terminated client files must be done according to ISO standards.
• Recording of minutes of branch and/or client meetings, when required.
• Compile and submit monthly Client Visit Report, ensuring all required information is complete and accurate.
• Ensure the efficient day-to-day operation of the branch office and the effective management and maintenance of all office equipment under your control.
• Complete and submit the FNB report and schedule accurately and within the required deadlines.
• Assist security personnel with PSIRA renewals where required, maintain and update the PSIRA report, and send reminders regarding upcoming renewals.
• Update and maintain accurate client information and records.
• Update and maintain the DMS system, including updating records, submitting requests for personnel to be archived where required, sending reminders, and preparing and submitting DMS reports.
• Update and maintain HSEC by loading required information and sending reminders.
• Update the Vodacom bulk POs sheet for generator services, complete DACs and quotations, and monitor available funds on purchase orders.
• Calculate and complete monthly site allowances for field staff and submit them for review and approval.
• Report directly to the Branch Manager and thus will be required to do general duties not prescribed above, which the Managers may require.

Skills

Attention to details

Computer literacy

Able to work under pressure

Office administration

Contract management

Sound communication

Fully bilingual

Education

Grade 12 or equivalent qualification

Job description

• Obtain quotations for Regulation 21 training, submit all required supporting documentation, and coordinate the booking of officers for regulation 21 training.
• Obtain Purchase orders in respect to requisitions submitted.
• Submit Customer Claim report each Thursday before 12:00.
• Compile and submit customer claims, ensuring all required supporting documentation is complete and accurate.
• Manage the petty cash float and reconciliation.
• Prepare and complete ad hoc quotations for services and submit them to the WFM coordinator for attendance and loading for invoicing.
• Create and maintain client files for both new and existing clients, ensuring files are established upon commencement of new client contracts and that all relevant documentation is accurately filed and kept up to date.
• Removal and archiving of terminated client files must be done according to ISO standards.
• Recording of minutes of branch and/or client meetings, when required.
• Compile and submit monthly Client Visit Report, ensuring all required information is complete and accurate.
• Ensure the efficient day-to-day operation of the branch office and the effective management and maintenance of all office equipment under your control.
• Complete and submit the FNB report and schedule accurately and within the required deadlines.
• Assist security personnel with PSIRA renewals where required, maintain and update the PSIRA report, and send reminders regarding upcoming renewals.
• Update and maintain accurate client information and records.
• Update and maintain the DMS system, including updating records, submitting requests for personnel to be archived where required, sending reminders, and preparing and submitting DMS reports.
• Update and maintain HSEC by loading required information and sending reminders.
• Update the Vodacom bulk POs sheet for generator services, complete DACs and quotations, and monitor available funds on purchase orders.
• Calculate and complete monthly site allowances for field staff and submit them for review and approval.
• Report directly to the Branch Manager and thus will be required to do general duties not prescribed above, which the Managers may require.

Preferred qualifications/attributes/skills:

• Grade 12 or equivalent qualification;
• Attention to details;
• Computer literate;
• Able to work under pressure;
• Experience in office administration and contract management;
• Sound communication skills verbal and in writing;
• Fully bilingual

Employment consideration will be in accordance with the Employment Equity Act requirements