Assistant Operations Administrator

SUMMARY:
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POSITION INFO:

Assistant Operations Administrator

Aim:

To effectively record and capture the daily operations activities relating to Outsource Overtime Submissions/External Yards Overtime Submission/On Wheels Revenue capturing, including all fuel/toll usage and to ensure that effective administration is conducted, and all information recorded and stored accurately and sent to finance teams within the stipulate timeframe.

Key Responsibilities:

• Administration responsibilities and coordination
• Communicate with Solutions and client management to coordinate overtime schedules for daily and weekend planning.
• Monthly outsource labour accruals for creditors.
• Weekly file overtime for debtors.
• Updating weekly costing file for vacancy replacements.
• Purchasing minor assets, stationery, and refreshments for VDC1, VDC2, and ACSA Yards.
• Raising invoices on V-Procure for all Outsources labour, fuel, minor assets, stationery, and refreshments for VDC1, VDC2, and External Yards purchases.
• Collect, check, confirm outsource sign on sheets daily and weekly.
• Capture and process outsource hours on company systems and compare hours on billing invoice on a weekly basis.
• Updating weekly KPI budget for unrecoverable cost.
• Attending to payment queries for outsource labour.
• Tracking cost for Convoy moves to Westwood for billing purposes and compiling billing file.
• Compile weekly revenue reports.
• Capturing monthly KPIs for management.
• Create and update databases and records of financial information for the finance department.
• Submit reports and prepare proposals and presentations when needed.
• Gather quotes for procurement items for the operations department.
• Order and control the usage of stationery and refreshments for the department and process orders for payment.
• Assist with ordering and processing of orders for payment on V-Procure.
• Submit reports and prepare proposals and presentations when needed.
• Managing petty cash for all sites.
• Assist managers and supervisors with any operations and administrative requests.
• Ensuring all relevant and issued PPE is always worn.
• Submitting PDI file to finance for invoicing.
• Perform other duties that may fall outside your current duties that may be required from time-to-time.

Education and Experience:

• Diploma/Higher Certificate in Accounting/Finance/Operations.
• Computer literate in MS Office Applications, V-Motion and SAP.
• Worked in the logistics/supply chain environment for 3-5 years.

Competencies:

• Communication
• Conflict Resolution
• Dependability
• Decision-making
• Job knowledge
• Planning and Organising
• Quality and Quantity
• Teamwork
• Must be results driven.
• Must be accurate and have attention to detail.
• Ability to work under pressure and meet strict deadlines.
• Must be able to work overtime/weekends and shifts.

Behavioural skills and abilities

• Pro-active – Advanced level
• Communication – Advanced level
• Interpersonal skills – Advanced level
• Analytical skills – Advanced level
• Organisational skills – Advanced level
• Methodical and Process Orientation – Advanced level
• Results driven – Advanced level.
• Work independently – Advanced level.
• Customer focus – Advanced level