Branch Administrator

Branch Administrator – Full-Time Position
Location: Tembisa, Witfontein, Gauteng

Purpose of the Job
The Branch Administrator will ensure that all rental agreements are debriefed daily, accurately completed, and submitted to head office within specified timelines. This role involves managing general branch administration, including the administration of fines, maintaining asset registers, and ensuring that fuel and e-toll records are up to date while meeting all deadlines.

Key Responsibilities

Operational

• Compile a Sequence Audit Report of rental agreements received, ensuring they are debriefed and closed as soon as vehicles return, then submit to the invoicing department within the relevant time frame.
• Maintain a register of contracts issued to operations to control the sequence of rental agreements.
• Update rental agreements daily and ensure they are closed correctly by verifying that all fields are accurate.
• Compile a handover sheet with details such as RA number, date of hire, customer information, and contracts; send to invoicing only after processing and approving costing estimates.
• Confirm accurate recovery of fuel and e-tolls, ensuring all rental agreements for the month are verified and billed correctly after invoicing rolls over.
• Resolve queries related to rental contracts, cost estimates, and debriefing.
• Lock all RA and customer/company documentation in the safe after office hours.
• Update fuel and e-toll records daily to ensure full recoveries on all rental agreements.
• Maintain the asset register for non-vehicle assets, updating it monthly by comparing it with the asset register from the Assets department.
• Notify the Assets Department of any changes or discrepancies immediately and ensure all assets are properly labeled with asset tags.
• Complete and file correct VMA documentation for any asset transfers.
• Conduct asset verifications quarterly and annually, ensuring compliance with required timelines.
• Execute fines administration daily, maintaining a fines register with all relevant details.
• Indicate paid fines on the register, ensuring rental agreement and invoice numbers are noted.
• Keep updated customer proxy details on file and ensure sufficient stationery is available for office use.
• Control the ordering and issuing of stationery strictly, obtaining Branch Manager approval for all orders.
• Complete Embrace requisitions for stationery and fuel promptly for GRV approval.
• Keep copies of orders created on Embrace for ledger verification and receipt all Embrace orders once delivered, retaining a copy of the receipt with the order on file.
• Collect weekly sales fuel slips and update them to meet the deadline for fuel claim submissions.
• Perform weekly fuel reconciliations every Monday, submitting them for approval and payment.
• Ensure all administration and filing are current and well-organized.
• Maintain professional conduct, adhering to the company’s Standard Operating Procedures for dress code and housekeeping standards.
• Uphold health and safety standards consistently.

Minimum Requirements

• Grade 12 (Matric) certification.
• Previous administrative experience.
• Computer literate with proficiency in relevant software.

Skills Required

• Ability to manage administrative procedures independently.
• Capable of supervising the correct implementation and utilization of administrative processes.

If you are an organized, detail-oriented professional with strong administrative skills, we invite you to apply for this exciting opportunity!

Keywords: branch administrator jobs, rental agreements administration, Gauteng jobs, administrative management roles, asset register management, fuel and e-toll administration, rental industry careers, invoicing and auditing, customer service administration, administrative procedures.