Assistant Operations Administrator

7 days ago

Durban, South Africa Tower Group Full time

**Assistant Operations Administrator**

**Aim**:
To effectively record and capture the daily operations activities relating to Outsource Overtime Submissions/External Yards Overtime Submission/On Wheels Revenue capturing, including all fuel/toll usage and to ensure that effective administration is conducted, and all information recorded and stored accurately and sent to finance teams within the stipulate timeframe.

**Key Responsibilities**:

- Administration responsibilities and coordination
- Communicate with Solutions and client management to coordinate overtime schedules for daily and weekend planning.
- Monthly outsource labour accruals for creditors.
- Weekly file overtime for debtors.
- Updating weekly costing file for vacancy replacements.
- Purchasing minor assets, stationery, and refreshments for VDC1, VDC2, and ACSA Yards.
- Raising invoices on V-Procure for all Outsources labour, fuel, minor assets, stationery, and refreshments for VDC1, VDC2, and External Yards purchases.
- Collect, check, confirm outsource sign on sheets daily and weekly.
- Capture and process outsource hours on company systems and compare hours on billing invoice on a weekly basis.
- Updating weekly KPI budget for unrecoverable cost.
- Attending to payment queries for outsource labour.
- Tracking cost for Convoy moves to Westwood for billing purposes and compiling billing file.
- Compile weekly revenue reports.
- Capturing monthly KPIs for management.
- Create and update databases and records of financial information for the finance department.
- Submit reports and prepare proposals and presentations when needed.
- Gather quotes for procurement items for the operations department.
- Order and control the usage of stationery and refreshments for the department and process orders for payment.
- Assist with ordering and processing of orders for payment on V-Procure.
- Submit reports and prepare proposals and presentations when needed.
- Managing petty cash for all sites.
- Assist managers and supervisors with any operations and administrative requests.
- Ensuring all relevant and issued PPE is always worn.
- Submitting PDI file to finance for invoicing.
- Perform other duties that may fall outside your current duties that may be required from time-to-time.

**Education and Experience**:

- Diploma/Higher Certificate in Accounting/Finance/Operations.
- Computer literate in MS Office Applications, V-Motion and SAP.
- Worked in the logistics/supply chain environment for 3-5 years.

**Competencies**:

- Communication
- Conflict Resolution
- Dependability
- Decision-making
- Job knowledge
- Planning and Organising
- Quality and Quantity
- Teamwork
- Must be results driven.
- Must be accurate and have attention to detail.
- Ability to work under pressure and meet strict deadlines.
- Must be able to work overtime/weekends and shifts.

**Behavioural skills and abilities**
- Pro-active - Advanced level
- Communication - Advanced level
- Interpersonal skills - Advanced level
- Analytical skills - Advanced level
- Organisational skills - Advanced level
- Methodical and Process Orientation - Advanced level
- Results driven - Advanced level.
- Work independently - Advanced level.
- Customer focus - Advanced level

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