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Operations Administrator
1 week ago
Key Responsibilities
- General maintenance administration
- Create purchase orders
- Provide maintenance support to the company with the administration and coordination of maintenance activities
- Gather invoices, statements, reports, personal details, documents, and information from suppliers and other departments
- Review, file, store, and organize documents, reports, and information to optimize swift and accurate capturing, database management, and information storing
- Enter and update information on relevant databases
- Ensure data is backed up
- Provide feedback to ensure the accuracy of information received and submitted
- Capture job cards and create job card numbers
- Request and capture quotations with approved suppliers on the correct platforms following the correct procedures
- Request and ensure proper approval for received quotations
- Capture orders on the relevant platform for approvals from the relevant section
- Record and document all quotations, orders, approvals, purchases as per procedures for accuracy and transparency
- Follow up on outstanding quotations and orders
- Update the correct platform with information pertaining to all quotation and order requests for ease of access and accuracy
- Fast track all orders and follow up regularly to ensure a conducive turnaround time
- Contact suppliers for emergency repairs, ensuring all procedures are followed correctly
- Perform general/ad hoc duties assigned from time to time
- Submit monthly reports on administrative maintenance matters