Administrative Specialist, Operations

5 days ago

Germiston, South Africa DSV Full time

**DSV - Global transport and logistics**

Location: Germiston
Job Posting Title: Administrative Specialist, Operations
Time Type: Full Time

**Minimum Requirements**

Grade 12

Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test

Advantageous - Finance/ Accounting / Business management Certificate or Diploma

Intermediate computer literacy level in MS Word, Excel, PowerPoint and Outlook

Experience advantageous in Webcost, SAP, ICS

Minimum of 3 years’ experience in sound financial analysis and budgets, contract management and service level agreements

Minimum of 1 years experience in Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people - both internal and external and Supporting and Co-operating including working well with people and adhering to principles and values

**Job Related Requirements**

Organising and executing which includes planning, organising, delivering results & adhering to processes & procedures Flexibility to work after hours and extended hours over month end and year and when required by the operations MUST HAVE WORKED IN A MUTI-CLIENT FACILITY ENVIRONMENT. ( 5 OR MORE CLIENTS)

**Added Advantages for this role**

Analytical & problem-solving skills

**Main purpose of the role**

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated record of assets, controlling the debtor's book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager. As well as:Financial reportingKPI & SLA reporting

**Duties and Responsibilities**

Purchasing complianceOrdering management ensure 3x quotes are received from different suppliersAll quotes are signed off before the order is placed.Purchase order tracker to updated as orders are placed, and goods received.Distributions of stationary/ hardware/ packaging materials, etc., to OpsControl & distribution of PPE Timesheet/ Labour InvoicesTimeous submission of timesheets to Labour Broker / PayrollEnsure weekly invoices are received from Labour Broker on timeIf not received, follow up with Labour Broker & escalate to Admin Manager where necessaryRaise all anomalies raised by administrator with Branch Manager / Labour BrokerGet sign off from Branch Managers Asset ProcurementMonthly review of asset register. Verify/sign off on all new assets loaded monthlyConduct quarterly auditsReport back to Admin Manager on asset audit findings and status InvoicingUpdate invoicing schedules on ICS monthlyRaise invoices on time and first time rightEnsure all supporting documentation uploaded on Debtors Invoicing SystemEnsure all invoices submitted on Debtors Invoicing System (as per schedule)Update Invoicing system with SAP invoice numbers WebcostReview all coding and ensure first time rightAdhere to webcost timelinesReview Webquery report weekly and action queriesRaise Webqueries timeously where necessary

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