Office Manager

Booyco Electronics; Noordwes; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Booyco Electronics in Rustenburg is seeking an Office Manager to lead and coordinate administrative activities at the Rustenburg Branch, supervising three Branch Administrators and ensuring accurate reporting and customer-service administration.

The incumbent will ensure BECS compliance, payroll-data accuracy, document control, stock administration and continuous process improvement with a strong focus on data integrity and stakeholder management.

Qualifications

• Grade 12/National Senior Certificate.
• Diploma in Office Management or Business Administration would be advantageous.
• Minimum five years’ experience in administration or operational support.
• Supervising administrative employees.
• Advanced Microsoft Excel skills.
• Experience using BECS and reporting systems.
• Strong analytical and problem-solving abilities.
• Excellent attention to detail and data accuracy.
• Strong leadership, planning and organisational skills.
• Professional communication and stakeholder management.
• Valid Code B driver’s licence.

Responsibilities

• Supervise and allocate work to three Branch Administrators.
• Coordinate the daily administrative activities of the Rustenburg Branch.
• Ensure records are accurate, complete and timely.
• Manage branch stock administration, stock movements and counts.
• Monitor repairs, turnaround times and outstanding actions.
• Submit COCs, service and maintenance reports timeously.
• Monitor PODs, invoices and documentation for invoicing.
• Coordinate PPE, tools and vehicle administration.
• Maintain the branch SLA tracker and risk reviews.
• Consolidate BECS information into weekly analyses.
• Analyse overtime, travel and kilometer claims and workforce data.
• Review and audit claims and supporting justifications.
• Ensure payroll data integrity and policy compliance.
• Produce monthly management reports and trend analyses.
• Maintain branch document-control, ISO/audit readiness.
• Track audit findings and corrective actions.
• Maintain relationships with Area Manager, Accounts, Finance and customers.
• Escalate operational risks and data discrepancies.

Skills

Leadership

Planning

Organisation

Stakeholder management

Analytical thinking

Attention to detail

Data accuracy

Communication skills

Problem solving

Education

Grade 12 / NSC

Diploma in Office Management / Business Administration

Tools

BECS

Microsoft Excel

Operational reporting systems

Job description

Main Purpose of the Role

The Office Manager is responsible for leading and coordinating all administrative activities within the Rustenburg Branch. The role supervises three Branch Administrators and ensures accurate, compliant and timely operational support, reporting, document control and customer-service administration.

The incumbent is also responsible for BECS compliance and reporting, including the analysis of overtime, travel and kilometre claims, workforce data, overtime recoverability and payroll-submission accuracy.

Education, Experience and Competencies

• Grade 12/National Senior Certificate.
• Diploma in Office Management, Business Administration or a related field would be advantageous.
• Minimum five years’ experience in administration or operational support.
• Previous experience supervising or coordinating administrative employees.
• Knowledge of branch administration, stock control, customer repairs, COCs, service reports, PODs and invoicing processes.
• Advanced Microsoft Excel skills.
• Experience using BECS and operational reporting systems.
• Understanding of overtime, travel and kilometre-claim approval and reporting processes.
• Strong analytical and problem-solving abilities.
• Excellent attention to detail and commitment to data accuracy.
• Strong leadership, planning and organisational skills.
• Professional communication and stakeholder-management skills.
• Valid Code B driver’s licence.

Responsibilities

• Supervise, coach, support and allocate work to three Branch Administrators.
• Coordinate the daily administrative activities of the Rustenburg Branch.
• Ensure that operational records are accurate, complete and processed within the required timelines.
• Manage branch stock administration, including stock movements, ordering, stock counts and variance resolution.
• Monitor customer repairs, turnaround times and outstanding actions.
• Ensure that COCs, service reports, maintenance reports and supporting documentation are completed and submitted timeously.
• Monitor outstanding PODs, invoices and documentation required for customer invoicing.
• Coordinate PPE, tools, technician compliance documentation and pool-vehicle administration.
• Maintain the branch SLA tracker and elevate operational and administrative risks.
• Consolidate BECS information into the weekly analysis report.
• Analyse overtime, travel claims, kilometre claims and operational workforce data weekly and monthly.
• Review and audit overtime, kilometre and travel claims and their supporting justifications.
• Ensure claims comply with company policies, approval requirements and reporting standards.
• Monitor overtime recoverability and identify monthly cost drivers, trends and exceptions.
• Analyse and elevate data discrepancies, exceptions and process non-compliance.
• Ensure the integrity and accuracy of information submitted for payroll processing.
• Produce monthly management reports, presentations and trend analyses.
• Maintain branch document-control, SHEQ, ISO and audit-readiness requirements.
• Track audit findings and corrective actions through to completion.
• Maintain professional relationships with the Area Manager, Account Managers, Finance, employees and customers.
• Escalate operational risks and material data discrepancies to the Area Manager.