Batchplant Administrator

SUMMARY:
Batchplant Administrator
Lumwana/Manyama - Batching plant
Monday to Friday, 7am to 5pm, and Saturday 7am to 1pm  

Position Overview
The Batchplant Administrator is responsible for providing comprehensive administrative support to the batching plant operation. The role ensures effective coordination between the plant, head office departments, external stakeholders, and suppliers through accurate record-keeping, compliance administration, and reporting.

POSITION INFO:
Key Responsibilities

Plant Administration

• Collect, verify, and file all delivery dockets, weighbridge slips, and load confirmations.
• Maintain a central register for dispatch records and ensure all documents are submitted daily to relevant departments.
• Assist the Batchplant Supervisor with daily production and operational reporting.
• Capture and track production figures, diesel usage, and material stock levels.

• Manage all site-level HR documentation including leave forms, attendance registers, medical certificates, and onboarding files.
• Submit monthly time sheets and leave schedules to HR and Payroll.
• Ensure employee personal files are up to date and compliant with company policies.
• Deal with Labour inspectors and clients ensuring all HR requirements are fulfiled for the region. 

• Maintain site HSE files including risk assessments, toolbox talks, permits, and incident reports.
• Track and monitor close out of NC identified in audits and inspections 
• Track expiry dates for medicals, inductions, licences, and safety certifications and arrange for renewals.
• Assist in the coordination of safety meetings and audits.

• File and track all test results for concrete and raw materials (slump, cube, moisture tests).
• Maintain records of rejected loads and NCRs (Non-Conformance Reports).
• Assist the Quality Controller in compiling weekly and monthly quality reports.

• Match supplier invoices to purchase orders and delivery notes.
• Prepare invoice packs for submission to the Finance Department.
• Liaise with suppliers for pricing, quotations, and account queries where required

• Coordinate with municipal authorities, licensing bodies, and regulatory departments for plant permits, vehicle licences, and environmental compliance.
• Support management in ensuring all statutory requirements are current and submitted timeously.

• Maintain a clean and organised filing system (hard copy and digital).
• Manage stationery, PPE requisitions, and consumable orders.
• Attend to general queries from clients, suppliers, and internal departments.
• Support the plant management team with any additional administrative functions as required.

• Grade 12 essential; Diploma or Certificate in Office Administration, Business Management, or similar field advantageous.
• Minimum 5 years’ administrative experience, preferably in construction, mining, or manufacturing environment, performing the same or similar role
• Experience with batching plant, logistics, or fleet operations highly advantageous.
• Proficiency in MS Office (Excel, Word, Outlook) at intermediate level .
• Familiarity with document control systems.
• Strong understanding of Human resources function 
• Strong understanding of H&S requirements. 
• Basic understanding of procurement and financial processes.
• Valid driver’s license and willingness to travel within the assigned territory.
• Strong organisational and multitasking ability.
• Excellent communication and interpersonal skills.
• Attention to detail and ability to work under pressure.
• Trustworthy, confidential, and capable of working with minimal supervision.
• Solution driven mindset