SUMMARY:
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POSITION INFO:
Overview:
Our client in the logistics industry is looking to employ an Operations Administrator to effectively control the centralised daily operations activities for all assigned contracts and ensure that effective administration is conducted, and all information is recorded and stored accurately and on time.
Minimum Requirements:
- Grade 12/Matric
- 3 years in an administrative role with experience in finance best practices and insurance claims
- Valid driver’s license
- Computer Literate in MS Office Applications (Excel, Word, Power Point and Outlook), V-Motion, V-Time, Sage/ESS and P2P
- Must be familiar with pivot tables and Excel formulas
- Must be pro-active
- Must have strong written and verbal communication skills
- Must have strong interpersonal, Organizational, leadership, and analytical skills
- 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
Responsibilities:
- Control, record, and report on daily logistics activities.
- Monitor and maintain the Company systems to ensure correct standard operating procedure is followed
- Collect, capture, maintain and distribute information on company systems daily
- Generate system reports for Yard Managers as needed
- Check all vehicle moves as well as focus on aging stock daily
- Communicate any anomalies and aging priority unit's movements to Supervisors
- Effective communication with internal and external customers
- Monitor unit movements by pulling hour by hour reports daily
- Administration Reporting and Co-ordination.
- Daily compilation, checking and adjustment of billing files
- Capture overtime schedules for billing purposes
- Capturing weekly and monthly attendance on V-time
- Capture leave on Sage/ESS
- Make sure that payroll data is received on time
- General administration, filing and data capturing for site management
- Responsible for collecting information and compiling Monthly and Quarterly KPI reports for the customer and internal use
- Distribute these reports as required to relevant stakeholders
- Compile and send Yard Capacity reports to the Company and Client Management every morning
- Attend to all Client queries and escalate to respective Supervisors or resolve queries or investigate as needed
- Collect, check, confirm Outsource sign on sheets
- Capture and process Outsource hours on Company systems and compare hours on billing invoice on a weekly basis
- Capture all operations weekly overtime and get client to authorize overtime before sending it to Finance for payment
- Gather quotes for procurement items for Managers
- Order and control stationery, site consumables and refreshments for the site and process orders for payment
- Update KPI’s Efficiency, Outsource, Productivity and Review KPI’s for Management
- Compile Rework data monthly and send it to Head Office
- Send month end Outsource accruals through to Finance
- Manage and control Petty cash
- Compile daily end of shift data for Managers Handover and Action Center Meeting
- Assist Managers and Supervisors with any operations and administrative requests
- Perform other duties that may be required from time to time
- Create quotes for campaigns as directed by supervisor
- Follow up with the client for quote approval
- To support with on-going cost saving initiatives and best practices
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