Factory Administrator

6 months ago

Durban, South Africa AVI Limited Full time

**AVI Ltd. **is known for its leading household brands across many categories including: hot beverages, sweet and savoury biscuits and snacks, frozen convenience foods, personal care products, cosmetics, shoes, accessories, and fashion apparel.

**NATIONAL BRANDS LIMITED** operates 5 manufacturing sites, offering world class manufacturing facilities in Isando (Johannesburg), Rosslyn (Pretoria), Westmead and Durban (KZN). It is home to some of the best-known South African tea, coffee and creamer brands, including our delicious range of much-loved savoury and sweet biscuits, and our melt-in-your-mouth snack range.

An exciting opportunity exists for a **Factory Administrator **at **NATIONAL BRANDS LIMITED, NBL Westmead Biscuits**. The successful incumbent will report directly to the Operations Executive.

**Job Specification**:
**Key Performance Areas**:
**Coordinate travel and accommodation for Ops Exec and HOD’s**:

- Coordinate and manage Domestic and International travel arrangements for Ops Exec, HOD's, employees and visitors (flights, accommodation, car hire, and forex for International trips
- Adhere to the "reasonable/cheaper travel pricing" rule
- Ensure travel & accommodation arrangements for international and local delegates and visitors are managed and organized before the date of travel
- Coordinate the traveling and accommodation costs according to the budget

**Administer expense claims of Ops Exec and HOD's**:

- Capture expense claims timeously on the AVI Web App for authorization and payment;
- Reconcile receipts and statements with expense claims, before submission
- Ensure that the claims procedure is followed
- Capture training expenses
- Resolve any queries on Purchase Orders vs Invoices
- Resolve queries on expense claims, working with the Site and the FSS team

**Manage general office administration**:

- Management of the Operations Executives diary and appointments
- Coordinate the scheduling of boardrooms and meetings for NBL and site management
- Arrange Town Halls when required
- Arrange catering according to meeting requirements
- Coordinate the Ops Review meeting arrangements such as catering, clean garments, meals, boardroom cleaning, office bar fridge has enough beverages
- Prepare the presentation slides for the Operations Executive and other HOD's for Monthly Ops Review meetings and any other ad-hoc meetings
- Coordinate the daily activities of the admin cleaners and driver
- Send and receive all courier documentation and parcels
- Liaise and manage relations between the Site and NBL Head Office
- Co-ordinate Site visits and factory tours for Internal and External visitors
- Manage Monthly cut-offs and recons
- Receptionist
- Manage pool vehicles. Ensure usage logs, services, roadworthiness and cleanliness are in place.

**Manage General Administration for Human Resources**:

- Attend and participate in Full Circle Meetings and give information to be distributed on the notice board
- Order stationery, beverages, and cutlery and update the internal telephone list
- Manage the distribution of hamper tickets to employees

**Manage administration of site initiatives**:

- Co-ordinate factory visitors and hampers for visitors if required
- Organize Farewell and Year-End functions
- Log calls to IT regarding HR-related queries
- Communicate messages on the PA system when required
- Administrate the Team of the Month incentive scheme
- Co-ordinate any Site CSI initiatives
- Coordinate all meetings and functions, both on and off-site (venue, refreshments, catering, equipment, awards & certificates, etc.)
- Taking minutes in meetings and typing the same

**Minimum Requirements**:
**Experience**:

- 3 - 5 years of relevant administrative experience
- Experience within a FMCG and Manufacturing Environment, working with Executives and a Senior Management Team

**Qualifications**:

- Grade 12
- Secretarial Diploma or equivalent

**Additional Requirements**:

- Advanced MS Office Skills
- SAP Experience
- Manage multiple activities
- Factory Performance and Indicators
- Shopware

**Competencies**:

- Documenting Facts
- Attention to detail
- Articulating information
- Staying composed
- Planning and organizing
- Maintaining productivity
- Meeting deadlines
- Building relationships

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