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Administrative Assistant

2 weeks ago

Johannesburg, Gauteng, South Africa Southern Oil Full time R150 000 - R250 000 per year
Description

The main responsibility of this position is to ensure that the capturing of daily stock movement is done, ensure correct and complete paperwork for all incoming and outgoing loads and ensure smooth feed operations. Ensure safety standards and good housekeeping standards

Responsibilities

Capturing of daily stock movement.

  • Capture all stock movements immediately after it took place (3 hour turnaround time) (Stock capturing SOP).
  • Verify weights by comparing internal weighbridge, external weighbridges and dips.
  • Report all variances.
  • Hand all completed paperwork to FM in the required turnaround time.
  • Monitor and investigate all stock variances immediately (3 hour turnaround time). Communicate discrepancies with OM.
  • Finalize month-end stock and transfer opening stocks to new month stock sheet. Month end stock to be finalized by the end of the first day of the new month.
  • Ensure timely and accurate instructions and blends and follow disciplinary procedure when necessary (3 hour turnaround time; correctly completed Daily instruction). Arrange training with LM for operators if required.
  • Ensure that all required documentation and control procedures are checked and verified to ensure the smooth operations.

Ensure correct and complete paperwork for all incoming and outgoing loads

  • Ensure GRV's and GDN's for all raw materials and products are completed correctly, including product codes(Stock capturing SOP).
  • Arrange training for weighbridge operators if required.
  • Ensure correct order numbers on all GRV's issued to customers.
  • Ensure correct weighing (all loads, including drums and flowbins) of raw material coming in and product going out.
  • Email all weights of collected and processed loads to suppliers within 24 hours.
  • Meet daily (9:00) with laboratory analyst, logistics manager, finance and management and discuss stock levels, customer orders, daily schedule and possible non conformances (Daily stocks). Follow up on all instructions not received from the previous shift.
  • Meetings to take place regardless of certain staff not being available

Capture driver incentive bonuses and trip sheets

  • Capture and submit driver incentives by the 13th of every month.
  • Capture and submit driver trip bonuses by the 13th of every month

General data capturing

  • Complete additional capturing as requested by team members.

Stock control PPE, stationery, consumables

  • Order PPE, stationery and consumables as required
  • Control PPE, stationery and consumables stock
  • Ensure the storeroom is always neat and tidy

Archiving

  • Archive all company records neatly and maintain

Ensure safety standards and good housekeeping standards are maintained

  • Ensure that the statutory requirements for hygiene, foreign body and glass are met and maintained.
  • Monitor yard stock levels and ensure maximum number of flowbins and drums are not exceeded (Yard stock list)

Planning and Scheduling UCO collections

  • Schedule and plan daily UCO collections with stores and drivers.
  • Capture data on collections.
Requirements

Qualifications and Experience

  • Grade 12
  • Computer skills (Excel, Word, Outlook, SAP)
  • Accounting at Grade 12 level
  • Relevant working experience within a finance role recommended

Skills and Attributes

  • Good organisational skills
  • Attention to detail
  • Self-driven
  • Good communicator
  • Good interpersonal skills
  • Positive outlook on life
  • Assertive nature
  • Logical thinker
  • High levels of initiative
  • Customer service orientated
  • Work independently, with a high degree of responsibility Administrative Assistant Job Profile
  • Work well under pressure and ability to meet deadlines