Office and Administration Manager

Duties

Finance/Accounting

• Conduit between all departments for accounting.
• Monitors all internal accounts to ensure everything is invoiced properly. Service, Sales, Parts, Trucking and Advertising.
• Monitors all internal employee accounts (ie PPE accounts).
• Assists in preparing monthly financial reviews.
• Aftersales expense account and adjustments.
• Kubota curtailments.
• National account processing.
• Primary point of contact for policy queries related to AP, Travel, Staff expense and Payworks for the branch.
• Scan cheques received in the mail at the branch.
• Cash deposits at the nearest bank branch.
• Monitors credit card and fuel card statements. Anything that catches an eye brings to Branch Manager.
• Huber inventory data entry and analysis.

Office Manager and Administration

• Arranges all travel requirements needed for personnel.
• Looks after all communications with business related services. Garbage issues, alarm issues, etc.
• Ensures licenses are kept up to date. First aid, fork lift, drivers abstracts.
• Arranges company functions. Lunches, Christmas parties
• Office key management / alarm code issuing / deactivating
• Promo / staff gifts / customer appreciation - collating input for consideration by Event / Marketing
• Building maintenance - collecting requests and scheduling third parties
• Copiers & Postage Machines - maintain & update, report issues to Monk Office for resolution.
• Primary contact for general IT support including point of sale terminals
• Computers and related IT purchases - recommendations to Controller
• Takes care of all office supplies while performing the town run.

Sales Processing

• Add new customers to business system
• Add trades to online system with 6 photos provided by sales for qualified used status

Advertising & Marketing

• Looks after webpage updating and social media postings.
• Generate invoices for Sponsorship in Kind
• Submit Co-op claims and prepare monthly Co-op report for review at company managers meeting.
• Central ordering point for Choko and any branded items - ensure requests from branches are aligned to company policy.