Office Manager

Main Purpose of the Role

The Office Manager is responsible for leading and coordinating all administrative activities within the Rustenburg Branch. The role supervises three Branch Administrators and ensures accurate, compliant and timely operational support, reporting, document control and customer-service administration.

The incumbent is also responsible for BECS compliance and reporting, including the analysis of overtime, travel and kilometre claims, workforce data, overtime recoverability and payroll-submission accuracy.

Education, Experience and Competencies

• Grade 12/National Senior Certificate.
• Diploma in Office Management, Business Administration or a related field would be advantageous.
• Minimum five years’ experience in administration or operational support.
• Previous experience supervising or coordinating administrative employees.
• Knowledge of branch administration, stock control, customer repairs, COCs, service reports, PODs and invoicing processes.
• Advanced Microsoft Excel skills.
• Experience using BECS and operational reporting systems.
• Understanding of overtime, travel and kilometre-claim approval and reporting processes.
• Strong analytical and problem-solving abilities.
• Excellent attention to detail and commitment to data accuracy.
• Strong leadership, planning and organisational skills.
• Professional communication and stakeholder-management skills.
• Valid Code B driver’s licence.

Responsibilities

• Supervise, coach, support and allocate work to three Branch Administrators.
• Coordinate the daily administrative activities of the Rustenburg Branch.
• Ensure that operational records are accurate, complete and processed within the required timelines.
• Manage branch stock administration, including stock movements, ordering, stock counts and variance resolution.
• Monitor customer repairs, turnaround times and outstanding actions.
• Ensure that COCs, service reports, maintenance reports and supporting documentation are completed and submitted timeously.
• Monitor outstanding PODs, invoices and documentation required for customer invoicing.
• Coordinate PPE, tools, technician compliance documentation and pool-vehicle administration.
• Maintain the branch SLA tracker and escalate operational and administrative risks.
• Consolidate BECS information into the weekly analysis report.
• Analyse overtime, travel claims, kilometre claims and operational workforce data weekly and monthly.
• Review and audit overtime, kilometre and travel claims and their supporting justifications.
• Ensure claims comply with company policies, approval requirements and reporting standards.
• Monitor overtime recoverability and identify monthly cost drivers, trends and exceptions.
• Analyse and escalate data discrepancies, exceptions and process non-compliance.
• Ensure the integrity and accuracy of information submitted for payroll processing.
• Produce monthly management reports, presentations and trend analyses.
• Maintain branch document-control, SHEQ, ISO and audit-readiness requirements.
• Track audit findings and corrective actions through to completion.
• Maintain professional relationships with the Area Manager, Account Managers, Finance, employees and customers.
• Escalate operational risks and material data discrepancies to the Area Manager.