Admin Supervisor

KEY PERFORMANCE AREAS

1

Administration

2

Finance

3

Communication and Feedback

RESPONSIBILITES RELATING TO KEY PERFORMANCE AREA

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ADMINISTRATION

• Responsible for the Debtors

• Oversee daily production of debtors processed
• Checks all documentation with regards to manifest documents, safe disposals and tip tickets to ensure paperwork is correct before submission to clients
• Approve leave and manage any overtime as and when requested
• Authorise in credits in debtors before passing
• Processing clerk reports directly into incumbent for all daily requirements
• Handles the subcontractor submissions oversee contractors spend and ensure timeous submission of wages as well as subcontractors
• Handles customer complaints and queries
• Preps paperwork for disciplinary enquiries
• Engages with suppliers to ensure best prices are met SLA are delivered upon
• Looks for new suppliers for various services and quantifies ability and fit with our company requirements

• Processing of Weekly and Monthly Wages to be signed off by the Depot Manager
• Communicating with Payroll regarding any and all queries.
• Employee Filing and Database maintenance
• Adequate Capturing of Employee leave
• Manage and control weekly fleet check and ensure that no vehicles are missing.

FINANCE

• Debtors invoicing and monitor age analysis
• Process claims/orders
• Process invoices / credit notes / pro-forma statements
• Administering Debtors / Debt collection
• Follow up on outstanding accounts
• Contact debtors and request payment
• Provision debt / debt reports
• Maintain accurate records of debtors accounts
• Ensure all rebate payments are checked for the division and submitted for payment with in mind cash flow requirements
• Prepares all creditors / quotations, purchase orders and timeous submission of paperwork
• Cross reference all off takes and landfill’s against actual debtors account
• Petty cash management
• Process creditors invoices monthly
• Submit income and expenses accruals
• Check Income Statement monthly
• Handle all creditors queries and assistance with clerks on a regional basis
• Capture of Debtors Master Data.
• Maintain records of all transactions and correspondence regarding debtors accounts
• Preparation / reconciliation of documents for processing
• Ensure compliance with the claims process
• Ensure the procurement process is followed with accuracy i.e sourcing quotations, issuing purchase orders to goods receipting
• Follow up on outstanding invoices and payment
• Confirm monthly expenses for submission

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COMMUNICATION AND FEEDBACK

• § Build and maintain professional and beneficial relationships with suppliers and repairers
• § Ensure all your superiors are notified in a timely manner regarding aspects of your areas as deemed necessary by them.
• § Deal with personnel matters such as reporting incidents, customer complaints, requesting new employees, extension of contracts and terminations to your manager,
• § Ensure your manager is informed off all staff related matters that will affect the organisation in a dire manner immediately (e.g. IR).

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MENTORSHIP AND SKILLS TRANSFERENCE

• § Ensure all subordinates and colleagues are up-skilled and ensure transference of skills through mentorship and coaching,
• § Provide training and guidance for new employees and ensure they are assisted.

ADHOC

• § Any other reasonable adhoc duty as required or requested by management.
• § It should be noted that individuals may need to expand their roles / scope to cover the work load of other employees in times of high work loads or individuals whom may be absent from work. This is the sole discretion of management.

KNOWLEDGE, SKILLS & ABILITIES

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Excellent Attention to Detail

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Excellent Customer Service

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Fast and Efficient Worker

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Knowledge of Microsoft Office

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Knowledge of Navi Vision

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Data Capturing Ability

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Ability to work under pressure

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Ability to work over time when required.

EDUCATION LEVEL

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Matric / Grade 12 NQF 4