Admin Manager

Cape Town - South Africa

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Job Description

ADMIN MANAGER

We are seeking a loyal and detail-oriented Admin Manager to join our clients 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.

Duties & Responsibilities:

Human Resources Management

Manage team of 4 manager 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 payment to weekly staff (Pastel Payroll) and time clocking system

Do monthly salary payments to monthly employees (Pastel Payroll)

Conduct monthly departmental staff meeting

Submit Annual Employment Equity plan and all training conducted in past 12 months

Conduct quarterly Employment Equity meeting 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 payment 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 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)

Administration Management

General knowledge of Pastel Express accounting

All processing to trail balance report printing VAT submitting and audit preparation

Daily reconciliation 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 trail 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 grow 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 Groups assests

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 roylaties 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

Forecourt

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 mange all renovation painting and general maintenance

Balance all EFT fuel fill ups

Maintain a 1/9 fuel ration 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

Requirements:

10 years working experience in petroleum fuel retail and fast food trade with convenience retails 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

Job DescriptionADMIN MANAGERWe are seeking a loyal and detail-oriented Admin Manager to join our clients 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 ...