Branch Administrator Lead

What you will do

The main purpose of the job is to ensure that all administration within the dealer is maintained and managed in the best way possible, with the focus on employee satisfaction, customer satisfaction and profitability for the branch. This includes financial administration in both parts and workshop, Human Resources, risk and security, competence development, Health and Safety and the control of general workers.

Reporting: This role reports to the Branch Manager.

Job Objectives:

To ensure dealer compliance with the policies and procedures regarding all financial administration functions, including:

Credit control

• To oversee the credit administrators.
• Compliance of suppliers where necessary.
• To ensure administrators keeps the dealer stationary and staff refreshments up date.
• Oversee and ensure that petty cash is kept up to date and signed. Spot checks of the petty cash balance are done regularly.

Health and Safety

• To ensure health and safety representative executes all relevant functions pertaining to the dealers SHERQ requirements.
• To ensure regular meetings are held by the health and safety committee, and minutes are processed on the share drive.
• To ensure that all health and safety training updated.
• Maintain the Volvo Safety Management system in consultation with the National Safety and Risk Manager.
• Ensure that the branch complies to local council regulations for the Environment.

Security and risk 

• To assist the security risk officer with all safety and risk requirements of the dealer.

Cash Control

• Oversee the Control of the cash account is updated daily and all invoices are paid prior to parts or vehicles leaving the premises.
• To ensure administrators submits payments to be allocated daily to India.
• To ensure all employees in parts and workshop adhere to the policy and procedure of the cash account.

Human Resource

• Ensure all relevant staff personal information is updated and copies are submitted to the HR Business Partner.
• Assist HR Business Parter  with interviews.
• Ensure that that the relevant paperwork for new employees, terminations, transfers, promotions, etc. is submitted to Head Office HR.
• Co-ordinate further studies and staff training - Administer study loans.
• Ensure Organograms are always kept up to date.
• Pulse - Coordinate the answering of questionnaires.
• Kronos – administration and that all paperwork is kept updated and filed.
• Ensure that leave within the dealer is correctly captured.
• Co-ordinate group life and disability claims with HRBP.
• Assist in keeping Policies and Procedures up to date.
• Responsible for all wellness initiatives.
• To ensure that all relevant competence development administration is up to date.

Service administration (Overseeing Function)

• Assist workshop administrators with costing when needed and with administration.
• Ensuring daily WIP controls are in place and that regularly follow ups are done with workshop team leaders.
• Ensuring that a closure turnaround time of 72 hours be maintained.
• Ensuring that a minimum of 35 jobcards be closed daily.
• To attend regular WIP meetings.
• Ensuring information on job cards is correct e.g., registration number, chassis number, kilometre reading etc.
• Ensuring job cards has been completed.
• Ensure that owner or relevant person sign acceptance of work and/or parts fitted.
• Ensure job is signed off by relevant Technician, the Team Leader and the Service Manager before closure.
• Transferring all relevant information from job card onto Fusion system.
• Ensure that job card is allocated to correct account.
• Job costing to assist and support where needed.

Filing

• All documents filed and kept in accordance with Volvo directives and procedures.

Customer Focus

• To oversee that customers, receive there invoices timeously.
• Take action to meet customer needs.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring: 

Education & Work Experience Requirements:

• Matric or Grade 12.
• Administration Qualification advantage.
• 3 years Branch Administration experience.

Key Competencies

• Leadership.
• Health & Safety Acumen.
• Understanding of diverse cultures.
• Good communication and people’s skills.
• Basic figure and calculation skills.
• Computer literate.
• Telephone and excellent customer skills.
• Self-motivated and work without direct supervision.
• Debtor & Credit control experience.
• Negotiation and problem-solving skills.
• Organizational and administrative ability.
• Planning.
• Analytical skills.
• Computer skills.
• Tact and discretion.
• Understanding, patient and good listening skills.
• Work well under pressure.
• Make sound judgements.
• Keep information confidential.
• Diversity awareness.

Short listed candidates must complete and sign personal verification permission, consent and indemnity declarations, to inter alia perform reference, criminal, credit, qualification, vetting process (if applicable to position) and any other checks deemed necessary.

Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer. We encourage people with disability to apply. 

Application Closing Date: 14 August 2025.