Administration Manager

administration manager

Objective

The objective of this role is to oversee the support operations of the organisation and ensure that there is effective information flow and that resources are employed efficiently throughout the business and responsible for the overall day-to-day financial and payroll administration of the branch as well as the relevant reporting.

CORE FUNCTION

ADMINISTRATION and organisation

• Establish and implement administration and procedures in line with company, SOP, practices, and rules

• Take a lead role in the development and maintenance of record / information system

• Take a lead role in planning, development, design, organisation and monitoring of support, Systems / procedures / policies in line with company process

• Provide detailed analysis and evaluation of data and produce detailed reports / information as required

COMMUNICATIONS and resources

• Lead and develop branch communication in admin, finance and payroll, which ensures highly effective communication with all employees

• Ensure all communications – letters / emails / texts- reflect constantly high standards and maintain branding across all communication

• Be responsible for the selection and management of resources, including management of administrative work

• Budget and regular audit of resources

• Provide advice and guidance to staff and others on complex issues

• Undertake research and obtain information to make informed decisions

PAYROLL SUPPORT

• Admendment of all CRS’s – setting up CRS’s and making changes where necessary to company standards

• Check and authorise payrolls on a weekly / fortnightly / monthly basis

• Invest in relationships with priority clients

• Maintaining an efficient , timely and complaint payroll function

• Oversee payroll, administration, and finance department HOD

• Report on a weekly basis regarding the payroll, administration, and finance departments

• Prepare reports on a weekly and monthly basis for the General Manager

• Reports that are to be prepared on a weekly / monthly basis are:

  • Finance Department Reports:

    • Ageing Health Report

    • Business Barometer – Management Accounts

    • Expense reports per month + Expense Monitoring on a weekly basis

    • Final income statement report – analysis and adjustments

  
  
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    Payroll Department Reports

    
    
    
    
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      Cost centre per month

      
      
    
    
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      Cost centre by week

      
      
    
    
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      CRM logs

      
      
    
    
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      EOC reports

      
      
    
    
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      Error report

      
      
    
    
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      Late timesheets report

      
      
    
    
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      Sales report (MTD / YTD per week breakdown)

      
      
    
    
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      Wets / AX sales reports

      
      
    
    
    
    
  
  
  
  

Financial management

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  Investigate expense reports, income statements, and liaise with the Financial Manager to allocate expenses acurately

  
  


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  Ensure that our branch policies, controls, and guidellines are in line with Adcorp’s policies and procedues

  
  


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  Ensure that all branch data complies with International Financial Reporting Standards (IFRS)

  
  


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  Ensure creditor, debtor and debt management processes are maximised to organisational financial and forecasting requirements

  
  


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  Collection and filing of regular financial reports and budgets records to General Financial Management

  
  


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  Ensure effective management of cashflow including cashflow budgeting and forcasting

  
  


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  Prepare management accounts on a weekly and monthly basis

  
  


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  Ensure Income Statements are correct and accurate, and make adjustments where necessary

  
  


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  Compliance management including statutory compliance and taxation

  
  


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  Strategic financial planning of the organisation in conjunction with the General Manager

  
  


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  Develop and track budgets

  
  


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  Handle accounts receivable / payable

  
  


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  Be responsible for management of expenditure within an agreed budget for admin

  
  

• Grade 12 or equivalent NQF qualification

• Valid Driver’s License and own reliable vehicle

• 5 years previous experience in a similar position

• Excellent computer literacy in MS Office progragrammes

• Strong numeric and verbal reasoning ability

• Excellent numeracy and accuracy skills

• Flexibility

• Deadline driven and ability to work under high pressure

• Excellent verbal and written communication skills

• Time management

• Strong interpersonal skills and networking skills

• Planning and organising skills

• Ability to use initiative and work independently

• Ability to multitask

• Project management skills

• Delegation skills

• Problem solving ability and initiative

• Resilience

• Assertiveness