Branch Administrator

Main Purpose of the Job
To manage administrative tasks and support the smooth operation of the branch located on a mine site. Excellent organizational and communication skills, with the ability to handle multiple tasks simultaneously in a fast-paced environment. Responsible for overseeing daily administrative functions, coordinating with various departments, and ensuring compliance with company policies and procedures.

Education, experience and competencies

• Grade 12/Matric and a certification in office administration or secretarial diploma.
• 3 years administrative experience, preferably in a mining environment.
• Proficient in Microsoft Office Suite (Strong Excel skills – essential)
• Experience in Stock Control
• Valid driver's license
• Strong written and verbal communication skills

Responsibilities

• Provide comprehensive administrative and operational support to the Branch Manager and branch employees.
• Coordinate the day-to-day administrative and operational requirements of the branch to support efficient business operations.
• Manage incoming and outgoing correspondence and maintain effective communication between the branch, Head Office and other stakeholders.
• Maintain accurate and up-to-date office records, files, databases and administrative documentation.
• Prepare reports, presentations, correspondence and other business documents as required.
• Develop, implement and maintain effective administrative procedures in accordance with company requirements.
• Schedule and coordinate meetings, appointments and travel arrangements, including accommodation for employees where required.
• Prepare and distribute meeting agendas, minutes and supporting documentation, and follow up on relevant administrative actions.
• Manage office supplies, groceries and cleaning services, maintenance and servicing of office equipment and monitor branch utilities and operational requirements, including electricity and generator fuel.
• Monitor and control branch inventory levels, including technical spares, PPE and other operational stock.
• Coordinate stock ordering, receiving, issuing and allocation, ensuring accurate supporting records are maintained.
• Conduct regular stock takes, reconcile variances and escalate discrepancies for resolution.
• Coordinate the ordering, issuing and recording of PPE and maintain accurate employee PPE allocation records.
• Coordinate customer equipment repairs and returns, ensuring items are accurately logged, tracked and processed through the required repair workflow.
• Support the onboarding of new employees and coordinate relevant training and administrative requirements.
• Assist with the coordination and administration of safety training, meetings, medicals and inductions.
• Maintain accurate employee administration records and handle confidential information appropriately.
• Monitor and coordinate technicians' medicals, inductions, PPE requirements and other site-access documentation.
• Maintain accurate and up-to-date safety records, reports and supporting documentation.
• Support compliance with company policies, procedures, safety requirements and applicable regulatory requirements.
• Assist with the completion and administration of contractor packs, service packs and vendor applications.
• Accurately capture and maintain information required for Certificates of Compliance and Service Reports, as well as any Booyco required documentation.
• Provide professional and responsive service to customers, suppliers, visitors and internal stakeholders.
• Respond to enquiries, coordinate appropriate follow-up and escalate matters where required to ensure timely resolution.
• Build and maintain effective working relationships with customers, suppliers, Head Office and internal stakeholders.
• Act as an administrative liaison between the branch and Head Office, ensuring the timely flow of information and escalation of outstanding matters.
• Maintain confidentiality, accuracy and integrity in all administrative and operational activities.
• Perform reasonable ad hoc administrative and operational duties as required by management.
• Monitor outstanding administrative, stock, invoicing, compliance and technician-related matters, follow up with the relevant stakeholders and escalate unresolved issues where necessary.