Job Summary To provide assistance and administrative support within the Operations department.
Ensure support is provided in such a way that effective planning, organizing and control takes place within the department.
Ensure timeous and effective liaison internally and externally with clients, service providers and the operations team.ResponsibilitiesOperations supportEnsure all external orders are requested to service providers on Secure OfficeManage all bookings to service providersUpload all supporting documents onto Secure Office Manage and update electronic and manual filing of all supporting documents in a timely mannerAssist with quotations required by the relevant Operations Manager / Contract ManagerCheck invoices sent by service providers for ad-hoc and other servicesObtain quotes from service providers (24 hours turnaround time to supplying quote to client / Operations Manager / Contract Manager)Send proof of delivery for service as requested by clients on a weekly / monthly basisAdministrative responsibilitiesFile new site costings and keep an updated ad-hoc sheet to manage site general waste budgets and manage ad-hoc servicesProvide a user-friendly filing system for all service provider invoicing on a monthly basisEnsure all relevant invoices, documents and reports are uploaded onto MS Teams on a weekly basisSchedule meetings and assist with meeting minute takingFlag or escalate any issues raised in site inspection reportsAssist with financial responsibilities, especially around month endObtain monthly reports from service providers and allocate ad hoc services correctly to each client for invoicing by the 7th of each monthEnsure effective communication between clients, service providers and the Commercial Operations team with regards to quotations and invoicesEffective communication with WastePlan finance department in the KZN regionUploading documents on Secure Office (SO) for sales to invoice on Commercials sites and uploading and approval MRF InvoicingRequesting documents from subcontractors for processing sent to data departmentDo requisition for purchasing and transportingApproving management fees, adding cost into the management fee accountsFollowing up with quotes and POs from clientsSecure Office managementData capturingLoad all ad-hoc service requests on Secure Office for invoicingFollow-up on availability of disposal / safe disposal certificates and make sure that it is loaded onto the reporting platform by the Data departmentScan and send daily paperwork from collections to the Data departmentConsumables/PPE/Signage stock managementEnsure effective communication with suppliers and that orders are filled and delivered timeouslyResponsible for stock level management, record keeping, replenishment orders of consumables, PPE and all site equipmentMonthly stock takes to ensure correct stock available - to be done with the Operations Manager to ensure correctnessWeekly reconciliation to be done to ensure that Managers are handing out their consumables and equipment and their inventories are managed well.
(Checking of inventories vs what was received and handed to sites)New site starts ups Create a folder and load site detailsOrder new equipment and arrange delivery to sites as per signed site costing, in communication with the Operations Manager and Contract ManagerArrange schedule general waste collections for new sites with Service Providers and communicate to Contract ManagerArrange for signage, consumables and any extras per client request to be ready and delivered to site by the starting date, in communication with Contract ManagerSHEQ: Communicate with SHEQ Officer as necessary ReportingEnsure effective communication between clients, service providers and the commercial operations teamEnsure effective communication between the Finance department and the Data departmentGeneral assistanceProvide general assistance to the Operations Manager and Contract Managers as requested within the Operations department RequirementsMinimum matric / grade 12 or equivalent1 -3 years working experience in a similar roleRelevant qualifications and experience, knowledge and skillsHigh proficiency in Microsoft Office and Excel is essentialValid drivers license and own reliable transport preferredMust be well presented and professionalEmployment will be implemented in accordance with the Employment Equity Act.Only Applicants considered for the role will be contacted.Closing date: 06th January 2025Should you wish to apply, please follow the online application process