Branch Administrator

Cape Town Branch Administrator Cape Town Purpose of the Role

The Branch Administrator is responsible for providing comprehensive administrative, financial, sales support, human resources, and operational coordination to ensure the efficient day-to-day running of the branch. The role acts as the central administrative support function, coordinating activities across all departments while ensuring compliance with company policies and supporting Head Office requirements

• Maintain accurate employee records and personnel files.
• Administer staff attendance, overtime, leave, and clocking adjustments through the applicable HR systems.
• Assist employees with HR-related administrative queries.
• Liaise with Head Office HR regarding personnel administration and staffing requirements.
• Coordinate internal training, safety inductions, and skills development activities.
• Provide administrative support to the sales team.
• Generate quotations, offers to purchase (OTPs), and other customer documentation.
• Maintain complete sales deal files and ensure all supporting documentation is accurately filed.
• Coordinate vehicle licensing, registration, warranty registrations, and temporary permits.
• Manage administration relating to demonstration and loan vehicles.
• Control vehicle spare keys and associated records.
• Liaise with the workshop to ensure vehicles are prepared for customer delivery, including PDI completion, cleaning, and required compliance documentation.
• Coordinate vehicle movements between the branch, body builders, suppliers, and customers.

• Assist Head Office Finance with invoice processing, supplier documentation, payment requests, refunds, and approval workflows.
• Prepare supplier purchase requests and submit supporting documentation for payment.
• Review creditor payment documentation for completeness and banking accuracy.
• Capture creditor payments on the online banking platform where authorised.
• Allocate customer receipts and banking transactions.
• Process branch banking and maintain accurate financial records.
• Assist with resolving outstanding supplier accounts and invoice queries.

• Maintain accurate branch vehicle stock records and control vehicle keys.
• Coordinate stock transfers and vehicle ordering with Head Office.
• Administer body builder and supplier orders.
• Open and administer job cards, including associated sublet orders, roadworthy certificates, fuel, and weighbridge requirements.
• Ensure all vehicle documentation is complete and accurately recorded.

• Provide administrative support to the Regional Manager and branch management team.
• Coordinate travel, accommodation, and related bookings.
• Manage courier services and incoming/outgoing documentation.
• Purchase and control office stationery, refreshments, groceries, and consumables.
• Coordinate visitor hospitality and meeting arrangements.
• Maintain effective filing systems and document control.
• Compile and submit daily, weekly, and monthly operational reports to Head Office.

• Support the implementation and administration of branch health and safety requirements.
• Liaise with security service providers and assist with branch security administration.
• Coordinate safety documentation, inspections, and compliance activities.
• Ensure branch operations comply with company policies, procedures, and statutory requirements.

• Act as the central administrative contact for the branch.
• Support branch projects, marketing activities, customer events, and exhibitions where required.
• Assist departments during peak workload periods to ensure operational continuity.
• Perform additional administrative duties…