Job Description

ADMIN MANAGER
We are seeking a loyal and detail-oriented Admin Manager to join our client's team in the petroleum & convenience retail field in Durbanville, Cape Town.
This experienced professional will be responsible for the human resource management and administration management of the branch.
Duties & Responsibilities:
Human Resources Management

• Manage team of 4 manager and 48 staff members

• Draw up weekly and monthly work schedules for all 5 departments including managers

• Book training and renew expired training qualifications

• Interview and appoint staff as and when the need arises

• Load new appointed staff on all software systems

• Schedule and conduct disciplinary hearings

• Attend arbitration sessions with DRC/CCMA as company representative

• Submit and recon provided fund return and payments

• Authorised breaks in contribution and maternity leave

• Manage short time payments when arises

• Calculate and submit UIF and SDL payments

• Do weekly payroll payment to weekly staff (Pastel Payroll) and time clocking system

• Do monthly salary payments to monthly employees (Pastel Payroll)

• Conduct monthly departmental staff meeting

• Submit Annual Employment Equity plan and all training conducted in past 12 months

• Conduct quarterly Employment Equity meeting with members

• Submit Annual Workman Compensation reporting and budgeting to Department of Labour

• Plan and schedule leave applications for all employees (to be paid with weekly and monthly payroll)

• Manage leave bonus payment and keep record of split payments

• Submit SAF (sick and accident claim forms when sick leave arise for any of the employees)

• Manage and maintain union member contributions and payments

• Manage maintain 100% Famous Brands Flame game score

• Execute and manage weekly/monthly fire drills and emergency evacuation

• Calculate and pay-out monthly performance bonuses

• Negotiate monthly employee's annual increase

• Pay out and manage staff loans

• Keep record of external loan and third party garnish orders

• Load weekly recovery deductions on payslips

• Keep track of expired work permits

• Submit monthly EMP 201 Files to SARS

• Recon Annual IRP 3/5 for tax season

• Investigate irregularities on the forecourt (payments and litres not matching, track and trace reports to clarify and match up with CCTV footage)

Administration Management

• General knowledge of Pastel Express accounting

• All processing to trail balance, report printing, VAT submitting and audit preparation

• Daily reconciliation - sales tracking and matching to bank via all payment channels

• Cape consumer, credit and debit cards, fuel cards, debtors accounts, EFT payments, Yumbi, MR Delivery and cash deposits

• Monthly reconciliation and balancing of all cash equivalent accounts to trail balance

• Interest allocation to loan accounts

• Interest allocation from call account and current account

• Inventory reconciliation and month-end adjustments

• Closing stocks (stock valuation to Pastel for TB and monthly profit margin)

• Annual asset list update

• Monthly grow analysis

• Monthly departmental profit analysis

• Monthly departmental performance meetings and feedback

• Revise all trade licences annually and renew

• Revise all policies annually and update/renew with new equipment bought and additional assets added to the business

• Keep an asset register updated separate from Group's assests

• Update Pastel software and cloud storage systems on an annual basis

• Update trade UCS on a monthly basis with new downloaded versions

• Download and implement all monthly HO promotions and menu changes

• Check stock recipes and GP allowed - if need to write new recipes

• Receive and process debtor applications

• Maintain debt account health and increase credit limits and security deposits accordingly

• Balance all roylaties EFT and performance GL accounts

• Create and maintain all creditors

• Balance and claim all City of Cape Town payment with Finbond

• Claim Woolworths store losses and short delivered stock back to WW DC

• Complete and submit monthly RSD 23 log for staff compliance

• Maintain and manage all staff access codes and cards

• Investigate any fraud and suspected use of cards

• Maintain CCTV footage and assist in any 3rd party claims

• Compile and provide vouchers to community projects that the business is involved in

• Write and update company policies as needed

• Reconciliate EFT Retail and Fuel transactions with SAFT system

Forecourt

• Maintain staff service ration

• Implement and pay fuel performance bonuses

• Log calls and follow up on maintenance

• Submit RSD 26 long and short for fuel sales and site appearance

• Fuel delivery schedules

• Submit daily dips and maintain tank level shortage

• Maintain fuel inventory and capture on month-end

• Meet with the HO manager monthly to discuss performance and aberrance

• Receive and implement Clicks and Ebucks rewards

• Calculate and pay royalties towards marketing programs

• Schedule and mange all renovation painting and general maintenance

• Balance all EFT fuel fill ups

• Maintain a 1/9 fuel ration profit

• Maintain and book all equipment services: generator, iPad, opts, compressor and fire equipment

• Maintain trading licences in good order

• Maintain and test fire alarms and smoke detectors

• Conduct fore drills and emergency procedures

Requirements:

• 10+ years working experience in petroleum fuel retail and fast food trade with convenience retails sales experience

• Past experience with Woolworths Foodstop is advantageous

• Sound knowledge of Pastel Accounting and Payroll (NQF Level 5 Senior Bookkeeping)

• Past experience with trade union councils and submission

• 5+ years of experience in labour law, BCEA specifically

• Past experience with CCMA and DRC arbitration

• Food Safety and hygiene qualification

• Restaurant management certification (preferably Famous Brands)

• First Aid qualification

• Fire Fighter qualification

• Leadership and mentoring certification

• Sound knowledge of Consumer Protection Act and POPI Act

• Past experience with employment equity and compensation fund submission

• Past experience with incident investigation

• Computer literacy: Pastel Accounting, Pastel Payroll, Woolworths Oricles, Famous Brands online, Winbranch Forecourt, Unis Time Management

Skills Required