We have a vacancy available for the position of, Shared Services Manager at our Motion Fitness Health Club George facility.
We are looking for a professional, well-groomed and energetic individual with a passion for customers and Admin to fill the position of Shared Services Manager.
The Position will require strong administrative skills and competencies to ensure excellent support to the branch.
Minimum Qualifications and Skills Requirements:
- Matric or equivalent working experience
- Be fully bilingual with ability to effectively communicate and interact on all levels
- Computer literacy essential (Microsoft Office especially Excel)
- Display excellent customer service skills with strong leadership skills
- Have strong interpersonal skills with the ability to work under pressure
- Enthusiastic, with high energy levels
- Display honesty and integrity
- Be well presented and well groomed
- Strong attention to detail
- Own transport is essential
- Excellent administration skills are essential
- Maintain high work standards and ethics
The successful candidate will be responsible for the following duties below for the facility and to ensure that the standards of the service we render to our members are raised to excellence - and maintained across the board.
Income Reconciliation and Expenditure Control
Responsible for ensuring the accurate reflection and reconciliation of Income received by the facility by the following functions:
- Analysis of the daily POS report and allocation of the following onto the DTS: Day passes, Arrears, Membership Joining Fees, Membership Card Fees, Arrears Payments, Cancellation Fees, any other form of Income received through the POS system
- Auditing of the Membership agreements sold daily to ensure correct fees have been charged and that correct commission is allocated in accordance with the cleared pending rules of the company
- Ensure accurate commission deductions with regards to rejected debit orders in accordance with the relevant policy
- Expenditure Account Management, control of GM budget lines and allocation of authorised purchase order numbers
- Spot Auditing of Reception till float and change box and reporting discrepancies to GM
- Allocation of authorised purchase order numbers for all other depts
- Assist GM with purchase requisition completion and sending to head office
- Ensure Deposit slips are received and updated on DTS and communicated to head office finance.
- Responsible for accurate processing of any receipt error rectifications, voids and refunds through the backoffice POS application
- Compile and communicate accurate monthly DO run feedback/reports to the GM
- Ad Hoc duties with regards to reconciliation and expenditure control that facilitate the operational requirements of the business as communicated by the shared services director.
Membership Database Administration
Responsible for the accuracy and security of the facility’s membership database as well as the efficient and accurate processing of the facility’s debit order run by the following functions:
- Ensure accurate capturing of new membership agreements onto the Intouch database
- Ensure accurate huxing/member welcome call of new members to confirm member details loaded onto Intouch database
- Ensure accurate processing of all member related PORs: Cancellations, Freezings, Change of details
- Ensure accurate processing of membership transfers
- Ensure that all member related docs, PORs, membership agreements are correctly named and electronically filed on the members profile
- Ensure that unpaid and pre reject imports are accurately processed according to the applicable deadlines
- Ensure that relevant parties/debtors’ teams are provided with accurate reports of unpaid and handover members according to the applicable deadlines
- Ensure that batch payment imports are accurately processed into the database
- Ensure that Exco Approvals are correctly processed according to the terms of each case and that the approvals are electronically filed for ease of reference
- Ensure that refund requests are correctly processed according to the refund policy and procedure
- Ensure accurate auditing and reconciliation of new business report in preparation for the debit order run
- Ensure accurate auditing and reconciliation of all debit order prep reports
- Ensure accurate invoicing and payment file generation of monthly debit order run as well as correct distribution of those files to the relevant parties
- Ensure that operator IDs for WDAs or managers are correctly created on the database at the correct operator level
- Ensure accurate compilation of Intouch reports required by other departments as required e.g. POS report, Access Reports
- Ensure accurate compilation of rejected DO sales deduction reports in accordance with the relevant policy.
- Ensure that upfront expiry reports are distributed to the SM and GM.
- Responsible for the timeous and accurate monitoring of the staff termination lists as supplied by HR on a monthly basis and ensuring that all ex staff members are resigned on Intouch and that any Intouch Operators passwords are deactivated once they leave the employment of Pro Range
- Ensure accurate processing of a number by sequence audit on the database with regards to contract book controls.
- Ad Hoc Duties with regards to membership database administration that facilitate the operational requirements of the business as communicated by the shared services director.
IT and Office Equipment
Responsible for the functionality of the following equipment at the facility:
- Personal computer and accessories
- Inhouse Systems
- Access Control Turnstile and gate (WDM)
- Servers, UPS, Connectivity
- Ad Hoc Duties with regards to IT that facilitate the operational requirements of the business as communicated by the shared services director.
HR, Payroll and Administration
Responsible for assisting Head Office HR with the following:
- Collection and Auditing of all staff attendance register via the dept mx. Reconcile and send info to HR according to HR requirements
- Accurate recon of staff counts at facility in accordance with payroll staff listing to ensure that HR has received all new employee documentation and staff exit forms for staff movement.
- Spot checks on HR paperwork of other depts on instruction/request of head office HR
- Training Register compilation and control
- Responsible for accurate teltrace audit and compilation of staff bills for handover to GM for signature
- Compile and distribute signed AODs for teltrace, uniform and any other payroll deduction control, and record all AODs in a log sheet.
- Ad Hoc duties relating to HR and payroll that facilitate the operational requirements of the facility as communicated by the shared services director.
Training, Communication and Enforcement
Responsible for the effective communication of all admin/shared services policies and procedures to the relevant department managers and staff and the enforcement thereof with regards to:
- Admin/Shared services policies and procedures
- Communication of admin related information during the daily essentials meeting e.g. backlog of capturing, unpaid import that will roll members into handover, reminders of DO run cut off etc
- Ad Hoc Duties with regards to training, communication and enforcement that facilitate the operational requirements of the business as communicated by the shared services director.
Filing /Document Security
Responsible for ensuring the secure and accurate filing of all admin related documents for record keeping purposes:
- Ensure that all cash up packs, deposit slips, POS reports are all filed electronically onto the administration group on sharepoint
- Ensure that all Intouch import and export files are filed electronically onto the administration group on sharepoint including: unpaids and pre rejects, DO run files, Netcash files, DO prep reports, journal reports,
- Ensure that all member related documents are filed electronically onto the members profile in Intouch including: membership agreements and all attachments, cleared pendings, membership sales approval forms, POR docs, cancellations, freezings, enquiries, change of details, exco approval forms, refund request forms, transfer forms, any emails from Directors or HODs which pertain to that membership.
- Ensure that original membership agreements are filed in number by sequence order in a secure space inside the facility
- Ensure that new and old membership agreement books are kept in number by sequence order in a secure space inside the facility and that both new and old books are signed in and out using the contract book control sheet.
- Ensure that, if applicable, documents are compiled and sent to an offsite storage solution
- Ensure sufficient stock levels of pre-printed stationery and the secure storage of same
- Stationery orders for club/range
- Ad Hoc Duties with regards to filing and document security that facilitate the operational requirements of the business as communicated by the shared services director.
Facility /Management Team Duties/Customer Service
Responsible for effective communication with the rest of the management team and the GM of the facility to facilitate effective service to members:
- MOD shifts according to roster which will include assisting members with enquiries of complaints, completion of relevant checklists for that time period, staff management in terms of company policy e.g. ensuring all staff are on duty. Full “manager on duty” responsibilities.
- Accurate resolution of admin related POR queries or complaints (admin related refers to a query which has arisen due to the action of a shared services manager)
- Ad Hoc duties upon request/instruction from GM to facilitate operating requirements from time to time.
- Audit function on other departments as required by GM e.g. audit of PCs, diaries, registers, change box, petty cash box. “policeman for facility”
- Resolution of admin/database related queries in accordance with company policies and procedures.
- Recording of all PORs on DTS according to company policies and procedures
- Ad Hoc Duties with regards to Customer Service and Facility Management that facilitate the operational requirements of the business as communicated by the shared services director.
