Brand Administrator (Panarottis) at Spur Corporation

Job Advert Summary    

• Spur Corporation is a growing multi-brand restaurant franchisor, headquartered in Cape Town. The group currently has eight brands, namely, Spur Steak Ranches, Spur Grill & Go, Panarottis Pizza Pasta, John Dory’s Fish Grill Sushi, RocoMamas, The Hussar Grill, Casa Bella and Nikos Coalgrill Greek. In order to retain an exceptional talent pool, the group endeavours to create a great place to work, building a collaborative and innovative performance-based culture which enables each employee to thrive on his or her unique Spur Corporation journey. Spur Corporation’s employees are passionate and purpose-driven people growing great brands. Through their dedicated service and talent, they offer support to the group’s endeavours and operational activities, offering an exceptional return on investment to all its shareholders. A career at Spur Corporation is an opportunity for an employee to nurture, learn, grow, and realise their full potential.
• A position has become available in the Operations Department at the Woomead Office, Johannesburg for a Brand Admnistrator for Panarottis.
• The purpose of the job to provide administrative, organisational and secretarial assistance and support to relevant COO and operations management teams. To enable the operations leadership team to work seamless, be effective and productive in managing operations and to ensure the availability of verified and accurate information enabling the leadership team to make sound decisions that would ensure the achievement of organisational objectives.       

Minimum Requirements    
Qualifications and Experience Requirements

• Grade 12/Matric
• National Diploma or Higher certificate
• Executive Secretary/Office administration or similar
• Advanced Microsoft Suite end user certificate
• 5 to 10 years’ experience

Skills & Attributes

• Advance excel skills - working with complex formulas
• Working with office systems (various operations, accounting and reporting systems)
• Data analyses: collecting, verification and reporting - operations information, financials PL, etc.
• Conducting operations investigation and research for presentation and reporting
• Writing reports and emails - compiling meaningful information
• Preparing PowerPoint presentation
• Monitoring execution of certain operations functions (expense budgets, etc)               
• Budget control and expense claim verification and consolidation               
• Arranging, invitation, meetings, set up and distribute agendas, venues, meeting room requirements, beverages
• Minute taking, preparing and distribution                              
• Business, expense and restaurant administration knowledge
• Organising travel and accommodation arrangements
• ordering and distribution of staff uniforms and requirements
• Stock Control: ordering, distribution and manage stock.
• Organising and planning filing systems and storage of information
• Customer Service
• Dealing with private and confidential information                                                            
• Communication skills - the ability to interpret and communicate requirements - verbal and written.
• Administrative skills
• Time management and the ability to prioritise                                                                           
• Working with people - building and maintaining relationships                              
• Adhering to principles and values
• Writing and Reporting
• Applying Expertise and Technology               
• Delivering Results and Meeting Customer Expectation
• Display a high level of working with integrity.

Duties and Responsibilities    

PA Responsibilities

• All typing, drafting, and editing correspondence for the COO.
• Managing all travel for the COO, both locally and internationally.
• Reconciling monthly expenditure for the COO.
• Being the liaison for meetings, calendars & contacts on behalf of the COO, including co-ordination of internal & external meetings, contacting meeting participants and booking external venues when necessary. Venues include site visits, arranging catering and payment of all invoices.
• Organising all committee meetings, including air travel, accommodation, car hire and leisure activities. This is for internal team building meetings, as well as franchisee meetings.
• Overseeing the signing of resolutions and other documents that require the founder’s attention.
• Maintaining the national address list and communicating to all staff. This includes updating of all changes on SMART.
• Sending out all staff communication for new store openings, revamps, and relocations. This includes capturing all details on SMART.
• Managing the SMART system in terms of trading hours, ops manager allocations, team assignments etc.
• Managing the process for new businesses, including IP packs for new stores, creating new store email addresses, notifications, and photographs of new stores to all staff, and assisting new franchisees and operators to familiarise themselves with admin systems and procedures.
• Overseeing and managing communication to all franchisees, for example, new promo artwork, how to documents, and general all franchisee correspondence.
• Updating of store allocations and assigning teams on Ops Manager system.
• Communicating with customers as and when required, following up on complaints and queries.
• Assigning queries relating to new franchise enquiries. This involves interaction with the Development Executive.
• Processing payment requisitions for suppliers and vendors.
• Following up on ops secretary duties, for example, capturing of month end data required to complete the month end reports.
• Travelling, when necessary, to attend committee meetings and other important meetings.
• Disseminating information on behalf of other departments, e.g., Training, legal.
• Maintaining the all-franchisee contact list and sharing this with the relevant parties, i.e. brand manager and ops secretary.
• Capturing information on time-sensitive reports, e.g. load shedding schedule, generator statuses.
• Annual compilation of all information required by the auditors.
• Maintaining a filing system for restaurant concessions, in conjunction with the Legal department.

Ops team support

• All adhoc spreadsheets as and when required.
• Following up on tasks assigned to the ops team, to provide feedback to the COO.
• Creating and updating ops team templates.Managing incentives. 
• Run an ops manager incentive every few months, compile the templates and manage all data, i.e. sales divided by turnover to ascertain percentage sales and identify the winners.  This also involves managing entire processes for national incentives, e.g., waitron 
• incentive, store ASPMM incentive, updating the leader board and communicating the winners to all franchisees. This also includes payments to winning waitrons and stores.
• Assisting the national manager on an ongoing basis.

Financial

• Conduct Expense administration, approvals, and submission to finance for filing and timeous payment and ensure all purchase orders, invoices and expense claims are verified as accurate within approved budgets and approved for payment.
• Conduct approved purchasing and placing of orders i.e. office supplies, uniforms and restaurant stock.
• Verifying and reconciliation of all invoices and expenses in line with budgets
• Approval of invoices - where applicable - for payment
• Verify all expense claims for accuracy and approval - against proof of payment and reconciliation with card statements.
• Ensure the timeous submission of expense claims for reimbursement.
• Manage local restaurant marketing fund budget; receiving of invoices and proof of actual marketing spent; submit for payment.
• Restaurant Stock: liaise with account to request quotes / invoices and follow up on invoice requests for restaurants; follow up on payment - where required.

Customer

• Acting as a liaison between Divisional Operations, franchisees, service providers and other departments within the organisation
• Ensure Franchisees and Customers are received and answered in an appropriate, friendly, and professional manner.
• Ensure that franchisee/supplier queries are immediately dealt with, directed to the right parties, and monitored for resolution.
• Ensure customer/supplier/franchisee complaints are immediately dealt with, directed to the right parties, and monitored for resolution.
• Ensure a quick turnaround on respond and reverting to Franchisees, Supplier and Customers queries and complaints.
• Liaising and relationship building with all divisions across the business and with Franchisees.

Internal Processes

• Conducting Divisional Operations administration and providing general operations team support
• Calendar coordination for the operations leadership team
• Provide administrative assistance and support with projects when needed.
• Coordinate meetings and event logistics - calendar coordination, invitations, arranging venues, agendas, room set-up etc
• Minute taking, preparing and distribution.
• Completion of training documentation and submission to HR
• Executing on travel arrangements for the operations team
• Handling functional and personal team queries and refer where necessary.
• Providing assistance on financial dashboard and reviews.
• Compiling of files and documents
• Manage financial review and dashboard template.
• Setup financial reviews and link to dashboard for Panarottis, Casa Bella, Hussar Grill, Nikos.
• Manage the Panarottis Menu Costing - update prior to every menu launch to ensure menu is costed out correctly.
• Coordination of travel arrangement - Local and International.
• Calculate, order, and distribute foreign exchange.
• Assist with visas and visa requirement.

Reporting

• Gathering information and analysing data that assists with compilation of operations/management reports.
• Writing of documents and preparing of presentations for operations/management reporting
• Preparing of presentation for operations/management reporting
• Gathering information and reporting on labour productivity
• Analysing and reporting labour cost comparison
• Analysing financial dashboard for reporting purposes
• Gathering information and reporting on restaurant average daily turnovers
• Track competitor brands by analysing new / closed restaurants and report.