Operations Administrator (POLOKWANE)

SUMMARY:
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POSITION INFO:

This position plays a critical role in the smooth running of the branch’s operations. This position is responsible for ensuring that all callouts are closed within the Service Level Agreement (SLA) timeframe, thereby maintaining customer satisfaction and operational efficiency. The role includes managing stock levels to ensure that inventory is accurately tracked and available when needed, as well as overseeing the management of petty cash with transparency and accountability.

Additionally, the Operations Administrator is tasked with supporting the team by fostering a positive work environment, addressing team needs promptly, and ensuring effective communication across departments. By maintaining detailed records and providing administrative support, the Operations Administrator helps streamline processes, improve operational workflows, and enhance the overall productivity of the team.

QUALIFICATIONS and EXPERIENCE

1. Relevant Qualification.
2. Exposure within a client service environment.
3. 1-2 years’ experience as a Warehouse Administrator.
4. 1-2 years’ experience as an Operations Administrator
5. Experience with stock control.

SKILLS and KNOWLEDGE

1. Analysis skills.
2. Intermediate proficiency in Ms. Office.
3. Knowledge of capturing on a database would be beneficial.
4. Telephone etiquette.
5. Attention to detail.

PERSONAL ATTRIBUTES

• Written Communication - The ability to express ideas clearly in memoranda, reports, letters or other documents with appropriate organization and structure, correct grammar and language and terminology that is adjusted to the characteristics and needs of the audience.
• Verbal Communication - The ability to express ideas effectively in individual or group situations (including non-verbal communication), adjusting language or terminology to the characteristics and needs of the audience.
• Conflict Management - The ability to effectively manage and resolve conflict situations in the workplace.
• Interpersonal Sensitivity - The ability to demonstrate an awareness of how others feel and its empathetic towards the needs and feelings of others.
• Teamwork - A genuine intention to work cooperatively with others, to be part of a team, to work together as opposed to working separately or competitively.
• Business Acumen - The ability to understand the key business issues and relevant external factors impacting on the success of the organization.
• Drive and Commitment - The ability to set and achieve the highest possible standards of performance for oneself. Portrays a strong bias towards action.
• Tenacity - The ability to stay with a position or plan of action until the desired objective is achieved or it is no longer reasonably attainable.
• Negotiation - The ability to effectively explore alternatives and positions in situations that consist of many different opinions and objectives in order to reach outcomes that gain all parties support and acceptance.
• Persuasiveness - The ability to communicate in a convincing manner and to influence people.
• Planning, Organizing & Controlling - The ability to establish courses of action for self and/or others to ensure the efficient completion and control of work.
• Task Structuring - Plans, prioritizes and structures own work, seeks closure, achieves own objectives and manages own time.
• Analytical Thinking - The ability to identify causal relationships or use inference chains to break a large problem into manageable pieces in a systematic manner.
• Judgement - The ability to evaluate information, carefully consider a wide range of possibilities and display logical reasoning.
• Decision Making - The ability to arrive at sound conclusions and/or decisions.
• Implementing Decisions - The ability to follow through on decisions and to take responsibility for the implementation thereof.
• Adaptability - The ability to maintain effectiveness when changes in the work environment take place.
• Motivation and Work Ethic - Must show enthusiasm and commitment in order to continually contribute towards maintaining standards of excellence. Must display a concern for fairness and justice. Must display high levels of integrity.
• Problem Solving & Decision Making - The ability to take initiative in routine decision-making and problem-solving situations is essential in order to make objective judgments. Must be able to cope with any problems and challenges.

• Quote and invoice for all deliveries done by the drivers.
• Technical travel for technicians billed where necessary.
• Capture and analyses the technicians’ kilometre claims.
• Attend to customers queries telephonically and via e-mail address.
• Update all jobs on system including all detail.
• Close job cards on system.
• Submit weekly and/or monthly packs.
• Ensure calls are accurately closed within SLA.
• Establish and maintain a healthy and professional relationship with customers and all suppliers.
• Submit reports as required.
• Conduct weekly car inspections.
• Responsible for all vehicles i.e. booking of services, license disks etc.
• Capture details of outlook accurately.
• Dispatch technician within SLA timeframes.

• Plan routes to reduce km and cost.• Prepare and distribute quotes for all repairs done by the technicians/engineers.
• Update and capture job cards on system accurately and timeously.
• Capture the stock data onto database and ensure stock counts happen when required.
• Ensure the technicians abide by 60% or higher score on CarTrack report.
• Ensure to maintain and keep the warehouse tidy and up to standard.
• Any other lawful and reasonable instruction issued by Management.
• Any other adhoc duties that you may be asked to do from time to time. Petty Cash: Timely Submission: Ensure that all petty cash expenditures are submitted to the finance department on time. Organization: Maintain and organize all slips, receipts, and proof of petty cash transactions accurately and systematically. Authorization: Request additional petty cash only with the explicit permission of the manager.