About the position
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 toclarify 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 Deliveryand 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 addedto 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 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 couchers 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
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Desired Skills:
- administration management
- HR Management
- Forecourt
- Payroll
- Accounting
Desired Work Experience:
Desired Qualification Level:
