Operations / Operations Assistant

3 months ago

Pinetown, South Africa MME Full time

Operations Coordinator / Assitant

**Responsibilities**:

- **Documentation Management**:

- Ensure the accurate receipt and verification of all necessary documentation related to job bookings.
- **Job Sheet Preparation**:

- Accurately prepare job sheets upon confirmation of bookings, attaching all required paperwork (including timesheets, maps, HIRAs, pictures, method statements, and risk assessments if applicable).
- Ensure that all team members sign the necessary documents before departing from the depot.
- **Job Completion Updates**:

- Record and complete job documentation daily.
- Update job details and costs in real-time if any changes occur during the day.
- **Fuel Card Management**:

- Issue fuel cards to drivers only when necessary, ensuring that each card is signed out and signed back in upon return.
- **Vehicle and Trailer Licensing**:

- Manage the licensing process for vehicles and trailers, ensuring compliance with all legal requirements.
- **Vehicle Key Issuance**:

- Oversee the issuance of vehicle keys, ensuring proper tracking and accountability.
- **Daily Costing and Project Management**:

- Complete daily costings for all jobs and ongoing projects.
- **Job Planning Assistance**:

- Assist in the daily planning and scheduling of jobs to ensure efficient operations.
- **Purchasing and Subcontractor Coordination**:

- Handle purchasing orders, generate order numbers, and coordinate the booking of subcontractors.
- **Office Maintenance**:

- Maintain a clean, organized, and efficient operations office.
- **Customer Communication**:

- Act as a liaison between customers and the operations team, ensuring clear and timely communication.
- **Invoicing**:

- Prepare and issue invoices within 48 hours of job completion, ensuring all invoices are sent no later than the 5th of each month.
- **Tool List Preparation**:

- Prepare and verify tool lists as per the paperwork received from the sales office.
- Confirm the tool list with the operations team before handing it over to the workshop.
- **Meeting Participation**:

- Assist with the preparation of orders, documentation, and future job planning during the 15:00 daily meeting.
- **Induction and Access Management**:

- Prepare and maintain induction and access records for all staff working on contract sites.
- **Daily Planner Preparation**:

- Prepare an accurate daily planner and distribute it to all management by 17:00 daily, including shutdown pickup planners.
- **Fines Management**:

- Track fines for payment and issue them to the relevant staff members.
- **PPE Management**:

- Oversee the issuance and purchasing of Personal Protective Equipment (PPE) for all staff.

**Transport and Logistics Experience**:

- Leverage extensive experience in transport and logistics to optimize routing, scheduling, and resource allocation for efficient job execution.
- Ensure the timely and cost-effective movement of materials and personnel, coordinating with various teams to meet operational deadlines.
- All administrative tasks must be completed within these hours. If work remains incomplete, additional hours may be required over the weekend, provided a valid reason for the delay is given.

**Job Types**: Full-time, Part-time, Permanent, Temporary, Temp to perm

**Experience**:

- Operating systems / Transport: 3 years (required)

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