Admin Manager

Purpose of the job:

Ensure that all documentation related to the purchasing and sale of vehicles is in order.

1. Contribute to the achievement of branch profit

• Ensure that all vehicles in stock have legitimate documentation and are kept under 45 days.
• Ensure insurers stock in bond is under 60 days of sales.
• Monitor and check unallocated stock daily.
• All vehicles to be stocked in the same day if arrives before 3pm.

2. Establish internal controls to deliver efficient processes and systems

• Ensure all yard stock controllers are applying necessary processes/procedures for auction days and entire process.

Identify opportunities and implement solutions to improve efficiency of:

• Salesforce
• Administration processes
• Registration of vehicles
• Phone Pro
• AN System
• Phone App

• Handle all complaints and enquiries relating to registration papers.
• Ensure all processes are adhered to in terms of stocking in of vehicles delivered to the yards.
• Ensure vehicles are stocked in within 24 hours.
• Monitor key process weekly.
• Maximise turnaround time on required paperwork (eNatis – 48 hours).
• Oversee the accuracy of the stock control function in Branches.
• Follow up on speed bump issues within 5 days.

Oversee the following to ensure accurate completion:

• Receiving, uploading and handling of eNatis documents.
• Code change queries.
• Incomplete/ inaccurate vehicle papers.
• Clearance processes.
• Uploading of insured values for auctions.

3. Prepare relevant administrative information and reporting

• Ensure stock take reports are completed timeously and escalate recon to COO on missing units.
• Ensure all stock takes are retained for auditing purposes.
• Send monthly Stock in Bond reports to Insurance companies.
• Provide reports to Insurance companies when required.

4. Ensure world class customer service at all interfaces

• Ensure all customer queries and complaints are attended to immediately, telephonic and emailed.
• Ensure all branch queries and complaints are attended to immediately, telephonic and emailed.
• Ensure all Insurance company queries and complaints are attended to immediately, telephonic and emailed.
• Escalate unresolved queries and complaints to Management.
• Ensure customer complaints from Telesure and other insurers are maintained.
• Provide set up of new insurance companies onto AN system and provide training where necessary.
• Conduct supplier visits when required.

5. Management and development of Human Resources

• Contribute to developing an enabling culture, and high staff retention through mentoring.
• Drive performance management throughout the year.
• Provide training and development to ensure succession.
• Conduct annual performance appraisals.

Key relationships (internal & external):

Internal – All branches and staff.
External – Insurance companies & clients

Critical experience:

Knowledge eNatis system
5 years in an admin management capacity
Knowledge of salvage/ insurance - beneficial

Minimum Education:

Tertiary qualification - ideal

Technical (systems) knowledge required:

Microsoft (all suites) – Advanced