The Role The Operations Administrator is responsible for the administration duties for the Operations teams; supporting the Area and Regional Managers and executing project tasks assigned by the Operations Project Manager. The key focus area is asset management which is split between fleet and other assets. In each region, there are two Administrators – each will have a primary focus but would need to stand in for the team member when they are on leave. This admin is primarily responsible for managing and tracking all company assets issued to the operations teams. This includes ensuring proper stock control, performing regular stock counts and reconciliations, and handling any asset-related queries or reporting. The role also involves onboarding new team members, ensuring that all assets are issued to them.Skills and ExperienceGrade 12 Senior Certificate (minimum)Diploma or Bachelors in Commerce, Administration or Supply Chain Management or Logistics (beneficial)3 years of experience as an administrative assistant or in a related position preferably in a logistics or operations environmentProficiency in MS Office: Advanced skills in Microsoft Excel and/or other stock control software are requiredOther Onboarding of new employees, issuance of all required assets including uniforms, devices, and fuel cards. Ensure all new team members receive an orientation on how to use their issued equipment. Training new employees on company policies and procedures where required. Onboarding of new drivers. Support the Operations Team Leads by preparing uniforms, helmets, and any other uniform or branding requirements for new drivers. Print and prepare access cards for new drivers, ensuring timely availability. Ensuring the Pingo portal is updated with accurate information and assets issued/linked to drivers. Administrative Duties Support and achieve individual and department-specific KPI's (key performance indicators) supporting the Pingo Customer Service Level agreements. Keep detailed records of all issued and returned assets, including any discrepancies or irregularities. Generate reports on asset usage, loss, and stock levels to support operational decision-making. Support OTLs and Area Managers with pulling reports. Coordinate stock replenishment and liaise with suppliers and vendors. Monthly fuel card usage report to the Area Manager for approval. Weekly LDV payment report to be approved by the Area Manager. Preparation and tracking of any other operational reports regarding operational activities or other business metrics for executive review. Protect and control proprietary and customer-sensitive materials and trade secrets. Adherence and enforcement of all POPIA regulations regarding internal and external communication.Project Co-ordination Working with the Operations Project Manager, be diligent in assisting and coordinating projects, completing project tasks assigned. Work closely with the project manager to support the planning, execution, and tracking of projects related to operations or other business initiatives. Coordinate project deliverables, ensuring that key milestones are met according to the project timeline. Assist in organizing resources, schedules, and logistics for fleet-related projects. Monitor and report on project progress, identifying potential risks or delays and communicating them to the project manager. Ensure that all project-related documentation is organized and accessible for review by stakeholders.Asset Management Maintain accurate records of all assets issued to operations teams, including uniforms, fuel cards, tablets, and devices. Process acknowledgments of debt when assets go missing or are damaged, ensuring proper documentation and follow-up. Ensure uniform and other branding where we need to keep a minimum stock handling has strong stock control, that stock counts are up to date and accurate and conduct regular stock counts and reconciliations to monitor assets. Proactively replenish stock when minimum stock levels are reached to ensure sufficient stock on hand to issue. Manage logistics arrangements for any new assets, including ordering, tracking, and receiving items. Printing invoices, waybills, and other documents required. Ensuring that parcels are received in good order. Facilitate the redistribution or disposal of old or redundant assets as required. Capture any AODs that are required, provide to the OTLs and Area Managers, follow-up to ensure all AODs are signed and processed.Fleet Asset Administration Fines Administration including AODs. License Renewal of bikes in the fleet. Track and manage the renewal of all vehicle licenses, ensuring they are renewed before expiry. Liaise with fleet team to handle the submission and collection of documents. Maintain a digital record of all licenses, ensuring easy access for audits or inspections. Fine Management: Liaise with the fleet team to track and manage all fines issued to Pingo owned bikes or vehicles. Communicate with OTLs that they can inform drivers of fines and signing of AODs. Ensure that acknowledgments of debt (AODs) are signed for fines incurred by drivers and submit to Labour Broker to ensure deduction.Job Reference: PIN00045
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