Regional Office Administrator

Location: Capetown, South Africa
Salary: 25000
Job Ref: JHB000039/BB
Date posted: Friday, October 4, 2019
Summary: The company wishes to employ a Regional Administration Manager at the branch in Western Cape



Job Description

Job Purpose:

The Regional Administration Manager oversees all aspects of Operations within the company in the Western Cape. The Regional Admin Manager is responsible for maintaining a smooth flow of work between departments and for resolving interdepartmental conflicts. This person supports company operations by maintaining office systems and supervising administrative staff. The Regional Admin Manager is highly motivated, enthusiastic, leads by example and has a positive attitude. In essence administration and technical teams provides support to the sales team and customers.

The successful candidate will be responsible for, but not limited to:


Responsible for managing office operations and expenses; preparing payroll; handling correspondence; designing filing systems and monitoring clerical functions.

Achieves financial objectives by being responsible for establishing and editing the annual budget; analyzing variances determining and enforcing corrective actions.

Responsible for the invoicing – request Write off / No charge invoices

Responsible to perform recons of DN, GRV, JC and GRN

Responsible for all daily orders(capital/consumables)

Check and requests stock adjustments after designated staff have prepared paperwork.

Daily orders (capital / consumables) - All to be checked before invoiced with assistance from designated staff.

Preparing monthly reporting of monthly expenses and Branch snapshot.

Petty cash - Responsible for the branch petty cash and submissions monthly.

Credit cards – Complete and sign off recons for branch company credit cards monthly.

Responsible for general office requirements e.g. groceries and other branch related expenses monthly and when required.

Plan and manage building maintenance

Accountable for tender escalation claims

Control and checking provisions on invoices.

Receipting accurate costing of locally procured stock in the Western Cape branch

ACCPAC – Proficient knowledge of our ERP accounting system.

ACCPAC – Make stock related adjustments on ACCPAC & Granite warehouse management system when necessary after approval has been received per adjustments, which may be required to assist with invoicing e.g. lot numbers.

Responsible for Expense budget-prepare, track and liaise with Operations Director monthly.

Expense claims – Collate, check, verify branch expense claims.

Branch admin – oversight of daily admin functions and conduct monthly meetings.

Responsible for the expense budget and expenditure.

Branch Logistics

Manage the staff and functioning of the warehouse in Western Cape branch.

Trackmatic- Monitor company vehicle tracking reports daily and give feedback of route deviations to drivers and the National Logistics manager

Manage the current branch stockholding and oversee the relevant stock that has slow movement to avoid stock write offs.

Discuss staff stock location reports in order to manage stock to comply with stock guidelines of personal stock locations.

Discuss upcoming 356 day or expiry of stock at least 90 days before the expiry or write off with relevant responsible staff member to plan the sale of this stock within the 90 days.

General sales support, credit note requests after returned stock has been verified as required.

Manage Client Liaisons

Resolving of customer complaints together with sales, technical and logistical staff.

Managing and overseeing non-sales staff and supporting the Western Cape technical department.

In-house training of CRM, ACCPAC, GRANITE and company procedures.

Ensure staff leave is captured on ESS and approving when necessary

Verifying procurement and payment of casual wages

Admin staff recruitment

Clear communication and motivation of staff General

Implements office policies based on company policies and procedures and ensures these are maintained and measured against standards and policies making necessary adjustments as required.

Sales/client support – dealing with queries, corrections Skills: The Regional Admin Manager should:

have excellent communication skills, both written and verbal

be tactful and articulate

have strong leadership skills

be analytical and methodical in your approach to problems

be an excellent judge of character

be motivated and results driven

be able to act quickly and decisively

have good IT skills

have a good eye for detail

have excellent organizational skills

MS Word, Excel, PowerPoint, Outlook, One drive


A management degree or qualification, as well as a good academic background.

A detailed knowledge and experience of the field is extremely important

Extensive managerial experiences is particularly important.

Good personal qualities, particularly 'people skills' and your judge of character. The ability to demonstrate leadership skills, strong initiative.

Behavioural Characteristics:







Attention to detail

Team player


Contributes to team effort by accomplishing related results as needed

Ability to work well under pressure / frequent interruptions

Willingness to take responsibility.

Contributes to team effort by accomplishing related results as needed.

Self-motivated individual

Ability to communicate effectively both orally and in writing

Special Requirements:

South African citizen

Valid driver’s license


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