Branch Administrator at Value Logistics

Purpose of the Job

• To ensure that all rental agreements have been debriefed daily, completed correctly, and sent to head office within specified timelines. To ensure that a general administration in the branch is managed. Ensure that fines are administered upon receipt, asset registers are maintained, fuel and e-tolls are up-to-date, and all deadlines are met.

Key Responsibilities 

Operational

• Compile a Sequence Audit Report of rental agreements received with a report supplied from embrace, debriefed, and closed as soon as vehicles return, and submit it to the invoicing department within the relevant time frame
• Ensure a register is kept of contracts issued to operations to control the sequence
• Ensure that rental agreements are updated daily
• Ensure that before doing cost estimates, all rental agreements are to be closed correctly by checking that all fields are correct with all the checks that are in place when closing off rental agreements
• Compile a handover sheet stating the RA number, date of hire, customer, and contracts, and send it to invoicing only once the costing estimates have been processed, checked, and approved
• Confirm the correct fuel recovered, the correct e-toll recovered, and all rental agreements for the month have been verified as billed once invoicing has rolled over
• Resolve any queries relating to rental contracts, cost estimates, and debriefing
• Ensure all RA’s and customer/company documentation are locked in the safe after office hours
• Updating of fuel and e-tolls is to be done daily to ensure full recoveries on all rental agreements
• Maintain the asset register for non-vehicle assets. This should be updated monthly by comparing it with the asset register from the Assets department
• Immediately advise the Assets Department of any changes or discrepancies
• Ensure that all assets are labelled with the relevant asset tag
• Ensure that correct VMA’s are completed and filed for any assets transferred
• Ensure asset verifications are conducted quarterly, annually, and within the required timelines
• Ensure that fines administration is executed daily
• Maintain the fines register with all details pertaining to the fine
• Ensure that paid fines are indicated on the register and that the rental agreement and invoice number are on the register
• Ensure that updated customer proxy details are kept on file
• Ensure that sufficient stationery is available for the fax/copier machine
• Exercise strict control over the ordering and issuing of stationery. All orders must be approved by the Branch Manager before ordering
• Ensure Embrace requisitions are completed for stationery and fuel and approved timely for GRV
• Ensure copies of orders created on Embrace are kept on file for ledger verification
• Ensure Embrace orders are receipted once the order has been delivered, and a copy of the receipt is kept with the order on file
• Gather sales fuel slips weekly and update them to meet the deadline for submissions of fuel claims
• Fuel Recon to be done every Monday and submitted for approval and payment
• Ensure that all administration and filing are up-to-date
• Maintain professional conduct
• Ensure the dress code is in accordance with the company’s Standard Operating Procedures
• Maintain housekeeping standards daily
• Ensure standards of Health and Safety are maintained

Minimum Requirements

• Grade 12 (Matric)
• Previous administrative experience
• Computer literate

Skills Required

• Able to handle administrative procedures without supervision.
• Able to supervise the correct implementation and utilisation of administrative procedures