Assistant Operations Administrator

Found in: Talent ZA C2 - 2 weeks ago


Durban, South Africa Tower Group Full time

Assistant Operations Administrator

Aim:

To effectively record and capture the daily operations activities relating to Outsource Overtime Submissions/External Yards Overtime Submission/On Wheels Revenue capturing, including all fuel/toll usage and to ensure that effective administration is conducted, and all information recorded and stored accurately and sent to finance teams within the stipulate timeframe.

Key Responsibilities:

  • Administration responsibilities and coordination
  • Communicate with Solutions and client management to coordinate overtime schedules for daily and weekend planning.
  • Monthly outsource labour accruals for creditors.
  • Weekly file overtime for debtors.
  • Updating weekly costing file for vacancy replacements.
  • Purchasing minor assets, stationery, and refreshments for VDC1, VDC2, and ACSA Yards.
  • Raising invoices on V-Procure for all Outsources labour, fuel, minor assets, stationery, and refreshments for VDC1, VDC2, and External Yards purchases.
  • Collect, check, confirm outsource sign on sheets daily and weekly.
  • Capture and process outsource hours on company systems and compare hours on billing invoice on a weekly basis.
  • Updating weekly KPI budget for unrecoverable cost.
  • Attending to payment queries for outsource labour.
  • Tracking cost for Convoy moves to Westwood for billing purposes and compiling billing file.
  • Compile weekly revenue reports.
  • Capturing monthly KPIs for management.
  • Create and update databases and records of financial information for the finance department.
  • Submit reports and prepare proposals and presentations when needed.
  • Gather quotes for procurement items for the operations department.
  • Order and control the usage of stationery and refreshments for the department and process orders for payment.
  • Assist with ordering and processing of orders for payment on V-Procure.
  • Submit reports and prepare proposals and presentations when needed.
  • Managing petty cash for all sites.
  • Assist managers and supervisors with any operations and administrative requests.
  • Ensuring all relevant and issued PPE is always worn.
  • Submitting PDI file to finance for invoicing.
  • Perform other duties that may fall outside your current duties that may be required from time-to-time.

Education and Experience:

  • Diploma/Higher Certificate in Accounting/Finance/Operations.
  • Computer literate in MS Office Applications, V-Motion and SAP.
  • Worked in the logistics/supply chain environment for 3-5 years.

Competencies:

  • Communication
  • Conflict Resolution
  • Dependability
  • Decision-making
  • Job knowledge
  • Planning and Organising
  • Quality and Quantity
  • Teamwork
  • Must be results driven.
  • Must be accurate and have attention to detail.
  • Ability to work under pressure and meet strict deadlines.
  • Must be able to work overtime/weekends and shifts.

Behavioural skills and abilities

  • Pro-active – Advanced level
  • Communication – Advanced level
  • Interpersonal skills – Advanced level
  • Analytical skills – Advanced level
  • Organisational skills – Advanced level
  • Methodical and Process Orientation – Advanced level
  • Results driven – Advanced level.
  • Work independently – Advanced level.
  • Customer focus – Advanced level

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