Factory Administrator

**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