Administrator Sadc

**Overview**:
The purpose of the job is to ensure that all site administration and duties are carried out efficiently and effectively. The Administrator is responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the office and related functions within the supply chain of explosives and related services. The role involves managing documentation, coordinating communication, handling inquiries, and assisting with the organization of various operational activities to support the operations team.

**Qualifications**:

- Administration certificate / diploma

**_Advantageous Requirements_**
- Code 08 / Code B Licence
- Ms office (Word, Excel, E-mail)

**Experience**:

- Previous experience in office administration / mining environment
- 3-5 years office admin experience

**Duties**:
**Invoicing**:

- Receiving of all the Truck Operators / accessory drivers’ hand in their Loading Sheets / delivery notes daily.
- Compile a Delivery Note for each consignment as per loading sheet.
- Prepares the invoicing process by entering the detail of the order on D365 to enable Head Office to do the billing of the customer.
- Receives Purchase Requisition from the customers.

**Stock Administration**:

- Reconciliation stock count figures as required and issue/sold on a weekly /monthly.
- Captures data and reconciles the inbound, outbound and stock on hand figures to balance variables.
- Completes the weekly Inventory Report as well as Variance Report.
- Assist the Operation Foreman / manager to order raw materials and stock.

**Purchases**:

- Performing the administration of all purchases made by the unit.
- Ensures that the PR is duly authorised, material specifications are correct, cost codes are correct, and that the documentation is otherwise in order. In the event of incorrect cost codes, will make the necessary correction.
- Assist Operations manager to source suitable suppliers to BME.
- Places order with supplier and assesses the delivery date.
- Ensures that the order is entered on to QAD and monitor the approval thereof.
- Ensures that invoices are in order and correct and have all applicable information (BME’s VAT number and correct address etc.).
- Filing of the all the Purchase orders, quotations and other related paperwork.
- Follow-up on delivery of products ordered.

**Administration**:

- Manage day-to-day administrative tasks, including filing, data entry.
- Assist in the preparation of reports, presentations, and correspondence.

**Documentation and Record Keeping**:

- Maintain accurate records and documentation related to the supply of explosives, including orders, deliveries, and safety compliance.
- Ensure that all documents are stored securely and are easily accessible to authorized personnel.(Sharepoint & MS Teams)
- Assist in the preparation and submission of regulatory documentation as required.

**Communication and Coordination**:

- Serve as the first point of contact for internal and external inquiries, providing timely and accurate information.
- Coordinate communication between different departments, ensuring that information flows efficiently and effectively.
- Schedule and organize meetings, appointments, and events as needed.

**Customer Service Support**:

- Handle customer inquiries and process orders, ensuring that all customer interactions are professional and meet company standards.
- Coordinate with the operations team to ensure timely and accurate delivery of products and services.
- Address and resolve customer issues or escalate them to the appropriate personnel as necessary.

**Support to Operations and Management**:

- Provide administrative support to the operations team, including assisting with logistics, inventory management, and reporting.
- Assist the management team with various tasks, including scheduling, report preparation, and special projects.

**Job Competencies**:
Job Related Skills
- Proficiency in MS Office (Word, Excel and PowerPoint)
- Numerical skills
- Attention to detail
- Strong communication/interpersonal skills
- Report-writing abilities
- Confidentiality and integrity
- Problem solving

**General**: