finance ops administrator

2 weeks ago

Port Elizabeth, Eastern Cape, South Africa ASC Human Capital Consulting Full time

POSITION DETAILS

Job Title / Description

FinOps Operations Administrator

Level

Administration

Functional Area

Durban

Department

Fin-ops

REPORTING STRUCTURE AND POSITION IN THE ORGANISATION

Incumbent Job Title

1ST Level Supervisor Job Title 2ND Level Supervisor Job Title

FinOps Operations Administrator FinOps Manager

FinOps Regional Manager

Key Performance Area(s)

Key Performance Indicators

Process Management

Manage the processes for:

  • Project files.
  • Handling Instruction.
  • Sampling Instruction.
  • Stock reports.
  • Operational Schedule
  • Invoicing Schedule
  • Invoicing.
  • Internal and external Communication.
  • Netsuite.
  • CMS
  • WMS
  • Ensure all SOP activities are met.

Key Performance Area(s)

Key Performance Indicators

Compliance

  • Comply with all Health and Safety standards set out

Key Performance Area(s)

Key Performance Indicators

Responsibilities (Operational Execution)

  • Open Project files and manage projects till the end (depending on Client requirements (FOB / Or just Transport))
  • Request for clean slab photos and send them to the customers.
  • Send Handling Instruction to the Port/Facility.
  • CIG instruction to be sent to CIG, regardless of Concentrate or ROM. If Concentrate, moisture will apply. CIG is responsible for Moisture, Tally sealing etc.
  • Ensure you to use Mine reports, CMS weighbridge and Port reports to complete the stock reports daily.
  • Verify all information on the stock reports and send it out to customers daily.
  • Verify the stock levels on WMS (by pulling Stock by Batch reports) with the stock levels on the Stock reports and report any anomalies to the FinOps Team Leader / Manager.
    • Ensure that Moisture report is inserted onto the Stock report and completed as the project progresses.
    • Weekly moisture reports to be obtained from CIG and % information to be updated on the Client Moisture reports.
    • Follow up on all outstanding loads within 48 hours. All stock reports need to be updated with comments on outstanding loads.
      • Request stockpile photos and send them to the customers daily on Whatsapp groups.
      • Send daily summary updates to the customers on WhatsApp groups.
      • Any delays or discrepancies must be escalated to management.
        • Update the Invoicing Schedule daily with the correct tons moved and MLA Sales by Item Details per project. Once invoiced, the invoice number needs to be updated on schedule as well.
        • Update Master Facility Tracker once invoice has been approved by Management.
        • Internal and external interaction/communication with relevant stakeholders.
        • Prepare Invoice requisition and email same with OC to Finance for Invoicing only for MLL clients / Projects
        • Transport invoices must be raised mid-month and month end
        • Raise the Invoice on NetSuite as per the agreed terms and submit it to FinOps Manager for approval (Invoice, Stock report loads, Order Confirmation, Invoice Tracker to be attached)
  • Update the invoice numbers on the stock report, color code (2nd Green) and save it on the server.
  • All documents must be printed and placed in project files (Depending on Project file Cover) and updated on the server as it is completed.
  • Compile a project summary report, including the moisture report (Where Applicable) and forward the summary to the customer, 48 Hours after completion of the project.
    • All completed files must be handed in to the FinOps Team Leader for signing off after completion of project.
    • Ensure that all your projects and the stock figures reflect on the Ops Schedule are the correct figures.
    • To monitor all processes efficiently, accurately, and timeously to ensure the correlation between operations and revenue is optimally executed.
    • Creating POs for EDS transportation.
    • Updating a vetting the PODs.

Key Performance Area(s)

Key Performance Indicators

Reporting

  • Ensure daily/Weekly/Monthly reports are updated on all activities.
  • Ensure daily Internal and External updates on the WhatsApp Group Structures.
    • Ensure daily photographic evidence of cargo is sent to the customers.
    • Communication Answering phone calls and responding to emails and Whatsapp comms from Clients / MLA representatives.

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