Office jobs in South Africa

ADMIN MANAGER

We are seeking a loyal and detail-oriented Admin Manager to join our client\'s team in the petroleum & convenience retail field in Durbanville, Cape Town.

This experienced professional will be responsible for the human resource management and administration management of the branch.

• Human Resources Management
• Manage team of 4 managers and 48 staff members
• Draw up weekly and monthly work schedules for all 5 departments including managers
• Book training and renew expired training qualifications
• Interview and appoint staff as and when the need arises
• Load new appointed staff on all software systems
• Schedule and conduct disciplinary hearings
• Attend arbitration sessions with DRC / CCMA as company representative
• Submit and recon provided fund return and payments
• Authorised breaks in contribution and maternity leave
• Manage short time payments when arises
• Calculate and submit UIF and SDL payments
• Do weekly payroll payments to weekly staff (Pastel Payroll) and time clocking system
• Do monthly salary payments to monthly employees (Pastel Payroll)
• Conduct monthly departmental staff meetings
• Submit Annual Employment Equity plan and all training conducted in past 12 months
• Conduct quarterly Employment Equity meetings with members
• Submit Annual Workman Compensation reporting and budgeting to Department of Labour
• Plan and schedule leave applications for all employees (to be paid with weekly and monthly payroll)
• Manage leave bonus payments and keep record of split payments
• Submit SAF (sick and accident claim forms when sick leave arise for any of the employees)
• Manage and maintain union member contributions and payments
• Manage and maintain 100% Famous Brands Flame game score
• Execute and manage weekly / monthly fire drills and emergency evacuation
• Calculate and pay-out monthly performance bonuses
• Negotiate monthly employees annual increase
• Pay out and manage staff loans
• Keep record of external loan and third party garnish orders
• Load weekly recovery deductions on payslips
• Keep track of expired work permits
• Submit monthly EMP 201 Files to SARS
• Recon Annual IRP 3 / 5 for tax season
• Investigate irregularities on the forecourt (payments and litres not matching track and trace reports to clarify and match up with CCTV footage)

• General knowledge of Pastel Express accounting
• All processing to trail balance report printing, VAT submitting and audit preparation
• Daily reconciliation of sales tracking and matching to bank via all payment channels
• Cape consumer credit and debit cards, fuel cards, debtors accounts, EFT payments, Yumbi, MR Delivery and cash deposits
• Monthly reconciliation and balancing of all cash equivalent accounts to trial balance
• Interest allocation to loan accounts
• Interest allocation from call account and current account
• Inventory reconciliation and month-end adjustments
• Closing stocks (stock valuation to Pastel for TB and monthly profit margin)
• Annual asset list update
• Monthly growth analysis
• Monthly departmental profit analysis
• Monthly departmental performance meetings and feedback
• Revise all trade licences annually and renew
• Revise all policies annually and update / renew with new equipment bought and additional assets added to the business
• Keep an asset register updated separate from group assets
• Update Pastel software and cloud storage systems on an annual basis
• Update trade UCS on a monthly basis with new downloaded versions
• Download and implement all monthly HO promotions and menu changes
• Check stock recipes and GP allowed if need to write new recipes
• Receive and process debtor applications
• Maintain debt account health and increase credit limits and security deposits accordingly
• Balance all royalties EFT and performance GL accounts
• Create and maintain all creditors
• Balance and claim all City of Cape Town payment with Finbond
• Claim Woolworths store losses and short delivered stock back to WW DC
• Complete and submit monthly RSD 23 log for staff compliance
• Maintain and manage all staff access codes and cards
• Investigate any fraud and suspected use of cards
• Maintain CCTV footage and assist in any 3rd party claims
• Compile and provide vouchers to community projects that the business is involved in
• Write and update company policies as needed
• Reconciliate EFT Retail and Fuel transactions with SAFT system

• Maintain staff service ration
• Implement and pay fuel performance bonuses
• Log calls and follow up on maintenance
• Submit RSD 26 long and short for fuel sales and site appearance
• Fuel delivery schedules
• Submit daily dips and maintain tank level shortage
• Maintain fuel inventory and capture on month-end
• Meet with the HO manager monthly to discuss performance and aberrance
• Receive and implement Clicks and Ebucks rewards
• Calculate and pay royalties towards marketing programs
• Schedule and manage all renovation painting and general maintenance
• Balance all EFT fuel fill ups
• Maintain a 1 / 9 fuel ratio profit
• Maintain and book all equipment services: generator, iPad opts, compressor and fire equipment
• Maintain trading licences in good order
• Maintain and test fire alarms and smoke detectors
• Conduct fore drills and emergency procedures

• 10 years working experience in petroleum fuel retail and fast food trade with convenience retail sales experience
• Past experience with Woolworths Foodstop is advantageous
• Sound knowledge of Pastel Accounting and Payroll (NQF Level 5 Senior Bookkeeping)
• Past experience with trade union councils and submission
• 5 years of experience in labour law BCEA specifically
• Past experience with CCMA and DRC arbitration
• Food Safety and hygiene qualification
• Restaurant management certification (preferably Famous Brands)
• First Aid qualification
• Fire Fighter qualification
• Leadership and mentoring certification
• Sound knowledge of Consumer Protection Act and POPI Act
• Past experience with employment equity and compensation fund submission
• Past experience with incident investigation
• Computer literacy: Pastel Accounting, Pastel Payroll, Woolworths Oricles, Famous Brands online, Winbranch, Forecourt, Unis, Time Management

Required Experience : Manager

• Key Skills
• Business, Clerical, Account Payable, Administrative Skills, Time Management, Data Entry, office supplies, Accounting, Project Management, Administration Office, Management skills, Account Receivable, Administrative Operations, Problem Solving Skills, Statistics

Employment Type : Full-Time

Experience : years

Vacancy : 1