Operations Administrator

SUMMARY:
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POSITION INFO:

Overview

Our client in the Logistics Industry is seeking an Operations Administrator to join their team. The successful incumbent will be responsible for effectively controlling the centralised daily operations activities for all assigned contracts, ensuring effective administration, and recording and storing all information accurately and on time.

Minimum Requirements

• Grade 12/Matric
• 3+ years in an administrative role/similar
• Valid drivers license
• Computer Literate in MS Office, Applications: V-Motion, P2P, ESS Sage.
• Must be able to work overtime and weekends

Job Responsibilities

Control, record, and report on daily logistics activities.

• Monitor and maintain the company systems to ensure the correct standard operating procedure is followed.
• Collect, capture, maintain, and distribute information on company systems daily.
• Generate system reports for yard managers as needed.
• Check all vehicle moves as well as focus on aging stock daily.
• Communicate any anomalies and aging priority unit's movements to supervisors and coordinators
• Effective communication with internal and external customers.
• Monitor unit movements by pulling hour-by-hour reports daily.
• Assist with updating operations hour-by-hour tracking board.
• Attend weekend planning meetings with Managers and prepare weekend operations plans.
• Monitoring, submission, and tracking of insurance claims and damages.
• Monitoring and co-ordination of fleet units (repairs, maintenance, service intervals and licensing)
• Ordering and issuing stationery and site consumables.
• Must report to and support the senior operations administrator to achieve objectives.

Administration Reporting and Coordination.

• Daily compilation, checking, and adjustment of billing files.
• Capture overtime schedules for billing purposes (including re-allocations at times).
• Capturing weekly and monthly KPI’s for management.
• General administration, filing, and data capturing for site management
• Responsible for collecting information and compiling monthly and quarterly KPI reports for customer and internal use.
• Distribute these reports as required to relevant stakeholders
• Compile and send yard capacity reports to the company and client management every morning.
• Attend to all client queries and escalate to respective supervisors or resolve queries or investigate as needed.
• Collect, check, and confirm outsource sign-on sheets.
• Capture and process outsourced hours on Company systems and compare hours on billing invoices weekly.
• Capture all operations weekly overtime and get the client to authorize overtime before sending it to finance for payment.
• Gather quotes for procurement items for managers.
• Order and control stationery and refreshments for the site and process orders for payment.
• Update KPI’s efficiency, outsource, productivity, and review KPI’s for management.
• Compile rework data monthly and send it to head office.
• Send month-end outsource accruals through to finance.
• Manage and control petty cash
• Compile daily end-of-shift data for manager's handover.
• Assist managers and supervisors with any operations and administrative requests.
• All relevant and issued PPE is always worn.
• Perform other duties that may be required from time to time.
• Create quotes for campaigns as directed by the supervisor.
• Follow up with the client for quote approval.

Key Competencies / Skills

• Proactive with a strong customer-facing background.
• Strong written and verbal communication skills.
• Strong interpersonal, organizational, leadership, and analytical skills.
• Results driven with a positive attitude, and willingness to continuously improve.
• Must contribute towards a positive team culture (We Care, We Challenge, We Commit).
• Accurate and have attention to detail.
• Ability to work under pressure and meet strict deadlines.