Job Description

Job Summary Position Overview:
The Admin Manager is responsible for overseeing all administrative, financial and human resources operations to ensure effective office management and regulatory compliance. This role encompasses management of debtors, creditors, payroll, HR processes, tax and insurance matters, fleet administration, as well as general support functions that enable the business to operate smoothly. The Admin Manager plays a key role in ensuring financial accuracy, timely reporting and the efficient execution of company policies and procedures.
Key Responsibilities:
General Office Administration

• Manage MD's diary and set meeting reminders.
• Oversee petty cash and reconciliation.
• Manage meetings, take notes and issue memos.
• Conduct credit checks as required.
• Issue compliance certificates and manage internal error/loss reporting.
• Coordinate staff uniforms, site medicals and staff/client birthday notifications.

Debtors & Invoicing (QuickBooks)

• Generate monthly age analysis and sales/income reports.
• Conduct twice-monthly account meetings with the MD.
• Reconcile and audit bank statements.
• Manage bad debt submissions and retention tracking.
• Issue contract and cash sale invoices & statements.
• Track project status and ensure timely invoicing and collections.
• Ensure proper document filing (quotes, POs, jobcards, etc.) and update whiteboards.

Creditors & Supplier Payments

• Reconcile supplier invoices, POs, credit notes and statements monthly.
• Ensure discounts are captured and credits processed before month-end.
• Submit remittances and payment schedules to accounts.
• Track sundry and scheduled payments; file VAT documentation.
• Liaise with stores and procurement for invoice verification.
• Load payments and submit reports to MD.

HR & Payroll

• Process fortnightly wages and monthly salaries /
• Manage leave, loans, timesheets, deductions and payslips.
• Handle employee onboarding, terminations, contracts and file management.
• Coordinate disciplinary processes and hearings (in liaison with service provider).
• Manage IOD claims (RMA), medical referrals, and compensation documentation.
• Administer pension fund (Momentum), UIF registration, and payroll compliance.

Recruitment

• Post ads via PNET, screen CVs, coordinate interviews.
• Draft offer letters, contracts and onboarding paperwork.
• Schedule probation reviews and issue permanent contracts accordingly.

Tax, Accounting and Statutory Reporting

• Assist with VAT recon, PAYE, UIF and employee updates.
• Liaise with tax consultants for compliance submissions.
• Submit payroll-related reports and reconciliations.

Fleet and Insurance Administration

• Reconcile fuel bills, slips, tolls, and loyalty rewards monthly.
• Oversee petrol cards, tracker portal, and vehicle license renewals.
• Administer fleet system (Westbank/FNB), insurance claims (Hereford/AIB) and asset register.
• Process new insurance requests, updates, and external property claims.

Key Performance Indicators:

• Timely submission of financial reports - 95% submission by scheduled dates.
• Debtors' collection rate - 80%+ of payments collected within payment terms.
• Creditor reconciliation accuracy - 0% variance/errors in monthly reconciliations.
• Payroll accuracy - zero payroll errors and timely submissions.
• Document compliance - 100% filing of required documentation (contracts, tax, HR, etc.)
• Insurance/fleet administration timeliness - 80%+ renewals and reconciliations submitted by deadlines.
• HR Compliance - Accurate employee records and processes per the service provider and internal policy.
• Meeting internal deadlines - all recurring tasks (statements, reconciliations, submissions, reports etc.) completed by target dates.
• Support to MD - Reduced need for MD to be involved in day-to-day admin matters.
• Retention/invoicing compliance - 100% tracking and invoicing of retentions and contract milestones.

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