Job Position: Assistant Operations AdministratorDepartment: OperationsReports to: Operations ManagerLocation: ProspectonRate: R45 per hourAim: 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 stipulated timeframe.Duties & ResponsibilitiesKey Responsibilities:Administration responsibilities and coordinationCommunicate with client and client management to coordinate overtime schedules for daily and weekend planning.Monthly outsource labour accruals for creditors.Weekly file TSAM overtime for debtors.Updating weekly costing file for vacancy replacements.Purchasing minor assets, stationery, and refreshments for Yards.Raising invoices on V-Procure for all Outsourced labour, fuel, minor assets, stationery, and refreshments for Yard 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 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.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.Capturing PDI invoices.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 ExperienceMatric.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.CompetenciesCommunicationConflict ResolutionDependabilityDecision-makingJob knowledgePlanning and OrganisingQuality and QuantityTeamworkMust 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 AbilitiesPro-active – Advanced levelCommunication – Advanced levelInterpersonal skills – Advanced levelAnalytical skills – Advanced levelOrganisational skills – Advanced levelMethodical and Process Orientation – Advanced levelResults driven – Advanced level.Work independently – Advanced level.Customer focus – Advanced levelPackage & RemunerationR45 per hour - Hourly
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