Branch Administrator (Polokwane)

Job Grade: B4

Job Purpose:

To provide a professional, efficient and effective frontline service that enhances the image of the organisation.

Responsibilities:

Reception Admin

• Deliver excellent customer service, at all times.
• Serve visitors by greeting, welcoming, directing and announcing them appropriately.
• Answer screen and forward any incoming calls while providing basic information when needed.
• Administer daily delivery and courier operations, ensuring the timely, accurate, and efficient dispatch and receipt of goods and documents.
• Assist in keeping the reception area clean and tidy, always.
• Deal with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail
• Keep up to date with current promotions and Mustek business, to provide information to guests, on request.
• Provide general technical administrative support (Service front counter booking in and booking out of repairs).
• Plan in-house and off-site activities (Events and meetings).
• Provide administrative support to branch staff.
• Accounts/Credit Control.
• Bookkeeping – process petty cash disbursements.
• Perform daily cash reconciliations and cash hand over.
• Process and post cash and credit receipts batches daily.
• Additional credit control responsibilities as required.

Sales

• Providing uninterrupted and professional customer support by responding appropriately to group e-mails and taking overflow calls as and when necessary.
• Providing clients with quotes as requested within an hour.
• Follow up on queries to ensure completion of processes.
• Ensure complete accuracy on all quotations and orders to avoid manual credits.
• Provide general sales support to the Sales team (quotes, invoicing, place sales orders).

Housekeeping

• Provide Supervision to cleaning staff.
• Ensure all checklists are always updated.
• Ensure that the cleaning schedule is adhered to.
• Reconcile the cleaning materials stock.
• Ensure that the refreshments are replenished.
• Reconcile the refreshments stock twice monthly.

Warehouse

• Ensure that stock sheets are updated with issues.
• Count stock and report variances between actual and system stock levels.
• Supervise the daily movement and storage of stock, ensuring 100% accuracy at all times.
• Provides support during the Warehouse Clerk’s absence by accurately picking, packing, and distributing orders on time, including personally delivering orders to Dispatch when required to meet urgent customer needs.
• Carry out cycle check counts and report stock discrepancies to the Branch Manager.
• Ensure the safe handling of all stock to ensure 0% damages. This includes following predetermined standards of height restrictions when packing and correct handling of all items with circuits (never touching copper parts directly with fingers.)
• Ensure products are accurately shelved and clearly labelled with the correct item codes, maintaining an organised and efficient warehouse environment.
• Assist with internal enquiries.
• Receive, store and issue goods against orders.
• Check goods received against orders placed on suppliers.
• Ensure the right quantity and quality is received.
• Supervise, allocate, and monitor the daily activities of the Warehouse Person and the Cleaner, ensuring tasks are completed efficiently, warehouse standards are maintained, and company procedures and safety requirements are adhered to at all times.

Service

• Assist the Technicians in booking in repair jobs and collections.
• Monitor the testing stock from the warehouse and ensure all stock requested is returned on time.

General

• Ensure compliance with ISO standards, legal requirements, and company policies by consistently adhering to all quality, regulatory, and governance requirements.

Qualifications and Experience

• Matric
• General finance experience
• Customer Service, Receptionist training and good telephone etiquette
• Minimum 3- 5 years’ experience as an Office or Branch Administrator preferable

Knowledge and Skills

• Office administration procedures and best practices
• Basic accounting and financial principles (e.g. invoicing, petty cash, expense tracking)
• Document management systems and filing protocols
• Health and safety regulations applicable to office environments
• Customer service principles and professional communication etiquette
• Procurement and inventory control
• Data protection and confidentiality standards
• Strong time management
• Excellent attention to detail
• Effective record-keeping and documentation skills
• Good interpersonal skills
• Ability to identify and resolve administrative issues
• Proactive approach to improving office processes
• Adaptability to changing priorities and environments
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)