Branch Manager

The Branch Coordinator is responsible for managing and overseeing the administrative functions of a branch office. This includes managing office operations, handling customer inquiries, coordinating with other departments, ensuring compliance with company policies, and providing administrative support to the branch staff. The role requires a high level of organization, communication skills, and the ability to manage multiple tasks simultaneously.

Role, Responsibility, and Authority

Operational Support:

• Assist in managing day-to-day branch operations, ensuring all processes run smoothly and efficiently. Ensure the office is well-maintained, organized, and stocked with necessary supplies.
• Manage office budgets and expenses, ensuring cost-effectiveness.
• Coordinate with other departments to implement operational strategies and goals.

Customer Service:

• Serve as a point of contact for customer inquiries, providing timely and accurate information.
• Resolve customer issues or escalate them to the appropriate department as needed.
• Ensure a high level of customer satisfaction by maintaining professional and courteous communication.

Administrative Duties:

• Provide administrative support to branch staff, preparing reports, and managing correspondence.
• Managing of supplier and customer correspondence.
• Maintain and update branch records, files, and customer databases.

Compliance and Reporting:

• Ensure all branch operations comply with company policies, procedures, and regulatory requirements.
• Prepare and submit regular reports on branch activities, performance, and challenges to the relevant Line Managers.

HR & Staff Coordination:

• Coordinate with other departments to ensure smooth branch operations.
• Assist in the onboarding and training of new operations staff.
• Monitor staff attendance, performance, and adherence to company policies.
• Update of HR Records (leave; medical; payroll)

Inventory and Supply Management:

• Monitor inventory levels and coordinate the ordering of office supplies and equipment.
• Coordinate with vendors and suppliers to ensure timely delivery of goods and services.
• Track and Monitor Rental Fleet.

Event and Meeting Coordination:

• Plan and coordinate branch meetings, events, and activities.
• Ensure that all logistical aspects of events are handled efficiently.

IT and Equipment Management:

• Ensure that office equipment is properly maintained and functioning.
• Coordinate with IT support to resolve any technical issues that may arise.

Health and Safety Compliance:

• Ensure that the branch complies with health and safety regulations.
• Conduct regular safety checks and report any concerns to the relevant authorities.

Communication:

• Act as a liaison between the branch and other departments, ensuring effective communication and collaboration.
• Communicate updates, changes, and essential information to branch staff and management.

Finance:

• Capturing of Debtors and Creditors into SAP.
• Preparing of Expense Runs for Finance Team.
• Confirmation of Banking Details for Supplier Payments.
• Responsible for Office and Warehouse purchases.

Qualifications and Experience

Formal Schooling/Degree:

• A high school diploma or equivalent is required; a bachelor's degree in business administration or a related field is preferred.

Experience

• Minimum of 2-3 years of experience in an administrative or office management role.

Other:

• Motor Vehicle License with own Vehicle.

Attributes:

• Detail-oriented and proactive.
• Ability to work independently and as part of a team. Strong problem-solving skills.

Skills:

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks and work under pressure.
• Knowledge of office management procedures and basic accounting principles.

Working Conditions:

• The role typically involves working in an office environment with standard office hours.
• Some travel may be required, depending on the location and size of the branch.
• May need to work extended hours during busy periods or special events.