Operations Administrator

19 hours ago

Sandton, South Africa J Smith Collier & Associates Full time

Operations Administrator/Stock Controller

This position is based in a call Centre environment however it involves the following:
Supplier Management
Escalated calls
Field Communications
Stock Control
Stock Issuing
Trouble Shooting
General Reporting

Purpose:
To provide administrative and organizational support to ensure the smooth and efficient daily operations of the department is maintained.

**Responsibilities**:
Management of escalated technical calls:

- Monitor throughout the day the technical calls on the BizExtend monitoring system.

Communications and ad hoc calls will also be received that require urgent attention
- Prioritise all escalated calls and take the necessary actions with the responsible Service Providers to achieve a timeous and satisfactory resolution to problems.
- When necessary, escalate calls to the Technical Support Manager or the National Operations Manager for their assistance in resolving problems.
- Ensure all necessary corrective actions are taken timeously in response to any unacceptable level of individual or team performance that is identified.

Operating manuals - technical and merchants
- Provide input as and when required into the SmartSafe and Deposit Manager operating manuals, and communications and support procedures.

Deposit Manager, SmartSafe and Tamper Evident Bags
- Monitor stock, usage and deliveries of all bags used in the estate across all device types.
- Ensure that adequate stocks of all bag types are in stock at all times.
- Ensure that orders for bags are placed with suppliers timeously, always considering supplier lead times, minimum order quantities and cost efficiencies.
- On an ongoing basis, manage the delivery of bag orders to clients nationally.
- Where there is excessive usage of any bags by any clients this must be brought to the attention of the National Operations Manager as well as the General Manager Sales for the necessary corrective action to be taken.
- Keep up to date and accurate records of all bag orders, receipts and deliveries

.Field Communications
- When necessary, follow up with the Service Providers to ensure that the cause of communications failures is identified and then re-established timeously.
- Notify the Operations, Settlements and Service Departments of any issues related to communications failures that they need to be aware of and/or require their input.
- Provide feedback to KAMs on all communications calls that were escalated that required urgent attention from Operations.Spares and consumables
- Wherever there is excessive usage of any spares, this must be brought to the attention of the National Operations Manager as well as the Technical Support Manager for the necessary corrective action to be taken by them.
- Keep up to date and accurate records of all spares, orders, receipts and deliveries.

Job Specification
- Monitor the issuing of all boot stock for technicians, ensuring that the correct spares in the correct quantities are issued on time each and every quarter, as per the service contract.
- Escalate instances where Service Providers are found not to have adequate boot-stock to Technical Support Manager.Technical history reports
As and when required compile client's technical history reports for analysis. Undertake and provide an analysis of these reports, and where necessary investigate certain specific incidents and/or trends providing the necessary explanations for these.Billing
- Draw up monthly billing requisitions against clients for Express Bag Orders, chargeable bags and relevant technical calls.
- As and when required provide support to Operations field services management by compiling reports and providing analysis on activities and trends
- Proofing of Site Inspections; allocating to service providers Vetting of Call Closures
- Call closures need to be vetted and escalated where necessary

Education and Qualification
- Matric
- Logistics/ Supply Chain and technical Diploma/ Degree advantageous

Experience and Skills:

- Computer literate
- Working knowledge of Microsoft Office
- Good analytical and problem-solving skills
- Good communication and interpersonal skills
- Good report-writing skills
- Good record keeping skills
- The ability to prioritise tasks and manage time effectively
- Understanding of SLA's
- Self-motivated and good attention to detail
- 3 to 4 years' experience

**Education**:

- Diploma (preferred)

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