Administration Manager

The Administration Manager is responsible for ensuring the effective administration, control, and compliance of branch operations across asset and inventory management, rental agreements, staff and labour coordination, and general administration. It involves maintaining accurate asset and stock records, managing procurement and consumables, overseeing rental agreement processes and billing accuracy, and ensuring all documentation complies with company procedures. The role also supports workforce management through labour approvals, attendance, wages, leave, and PPE control, while promoting discipline and operational efficiency.

Asset and Inventory Management

• Ensure that the asset register is correct and is maintained.
• Updated assets register for non-vehicle assets monthly.
• Compare asset register with asset schedule and advise of changes.
• Ensure that all assets are labelled.
• Ensure that correct Vehicle Movement Authorisations (VMA) are completed and filed for any asset transfers.
• Arrange for services and repairs when due.
• Keep proper stock control of stock on hand, stock issued, and stock ordered, and orders outstanding.
• Process requisitions on the Embrace system for all purchases.
• Manage stationery and consumables for the branch.
• Orders done on the Embrace system to be receipted once the order has been delivered and completed the approval route.

Rental Agreement Management

• Ensure that the Rental Agreement Sequence and the Manual Rental Agreement register, and Declaration control is maintained.
• Ensure that Rental Agreements, Internal and External Billing are submitted to Invoicing in time according to procedure and customer requirements.
• Verify all relevant documents for the hire is attached, e.g. fuel slips, toll slips, sleepout, emails pertaining to hire, orders, etc.
• Verify that closed Rental Agreements are closed correctly by checking kilometres, fuel issued and fuel consumption, fuel slips and toll slips are noted on the closing page, time in and out is written in, collection slips are attached, driver’s trip sheet who did collection or delivery is attached.
• Verify the kilometres from trip sheet to kilometres on Rental Agreement correspond with Tracking.
• Resolve any Queries relating to Rental contracts and debriefing.
• Once the Rental Agreements have been checked, a handover sheet to be compiled with relevant information.
• Ensure that a Register is kept of contracts issued to Operations to control the sequence.
• Ensure that closed contract details are captured on Sequence Register.
• Compile a Sequence Audit Report of Rental Agreements received from Stationery, Rental Agreements issued and Rental Agreements on hand and submit to Invoicing Department
• Ensure that all recoveries are made by means of Maintenance Contracts.
• Check that RA’s submitted have valid insurance letters.
• Reconciliations of fuel and e-tolls.
• Supply feedback schedules requested by finance departments.
• Check that the variances between the costings and invoices are valid

Staff and Labour Management

• Ensure labour requests/approval are generated and each AdHoc employee has an approval before commencing work.
• Capturing all driver Tripsheets on Jarrison Daily.
• Ensure that wages are submitted to Wage department in required time.
• Supervise and control staff attendance registers and absenteeism, ensuring that the optimal staff function is available on site.
• Co-ordinate any site staff requirements with Labour Broker and Branch Manager.
• Compiling of attendance and overtime reports monthly.
• Ensure all leave applications on a daily/weekly/monthly basis are managed.
• Controlling the usage and issuing of all on-site staff PPE’s and uniforms as required by site.
• Conduct driver meetings regarding customer and value processes and procedures.
• Ensure discipline is maintained and that staff are motivated.
• Ensure that a fair disciplinary climate exists to enable staff to know where they stand regarding company expectations.
• By means of Wage Keep reports, ensure that all wages are correctly allocated and recovered where possible

General Administration and Compliance

• Ensure that all general branch admin and filing are kept neatly and up to date.
• Exercise strict control on the ordering of stationery. All orders must be approved by Branch Manager before ordering.
• Exercise strict control on the issuing of stationery.
• Redirect or recover all fines.
• Maintain the Fines Register.
• Ensure that all details pertaining to the fine are on the register.
• Ensure that fines that have been paid have been so indicated on the Register and that the Rental Agreement and Invoice number is on the Register.
• Ensure that updated client proxy details are kept on file.
• Manage Building Maintenance and report faulty IT equipment.
• Co-ordinate and control the issuing of all petty cash, and related documentation.

General

• Assisting with any other additional tasks or duties that are reasonably requested by management. These tasks will be within the scope of your capabilities and aligned with the overall objectives of the organisation

Minimum Requirements:

• Grade 12
• Tertiary qualification in administration
• 5+ years’ experience within the truck rental environment, with 3 of those years in a managerial role.
• Proficiency in using Embrace and Jarrison systems

Skills Required:

• Strong administrative skills
• Time management and prioritisation skills
• Strong organisational and planning capability
• Excellent communication and interpersonal skills
• Numerical and reconciliation skills
• Embrace systems proficiency
• Problem-solving skills

Work Location: In person