Country South Africa Workplace location CAPE TOWN-TYGER VALLEY CHAMBERS 2(ZAF) Domain Operations Experience Minimum 3 years Candidate Profile Office Administration Qualification or similar Excellent Knowledge of SAPA minimum of 3 years working experiencing in administration field/Office Administration   Intermediate to advanced level micro-soft office proficiency Experience in the Operational field (advantage)

Other:

 Experience in producing and submitting quality reports as required.Strong verbal and non-verbal communication skillsStrong problem solving, planning, organising and decision-making skills.Eye for detailGood telephone mannerHigh personal INTEGRITY and trustworthiness and reliability Activities

Health,Safety, environment and quality :

Be part of the daily, weekly and monthly Safety meetings.Report near misses.Manage systems/procedures, incidents reporting to company policies and relevant regulations.Adhere to all health and safety regulations.Assist with upholding the ONE Maestro Integrated system with the Depot Operations Manager

Administration:

Daily:

Process E-Proc Orders & ReceiptsCommunications channel to all depots and consolidated informationFiling of relevant documentationConsolidate Operations information and distribute as required.Assist with Travel bookings if required.Uphold Overtime spreadsheet with contractor invoices (Actual payment to staff vs payment to service provider)Draw daily bank statements for Finance.Draw bank statements for depots, verify and process petty cash claims

Weekly:

Uphold production reports for depots and submit to management weekly and monthly.Verify and submit contract workers timesheets.Verify timesheets before processing invoices.Confirm Biometric time on system.

Monthly:

Verify and submit depot staff monthly expense claims.Verify and submit monthly overtime.Verify leave applications with human resources.Liaise with depots re excessive leave days.Uphold depot staff list.Verify depot Petty cash for month end.Conduct monthly ECO time audits and verify clock ins.Systematically save all records/reports as required under the correct folders on the H:drive – follow up on records/reports still outstanding

Annual:

Uphold spreadsheet with Flammable liquid licences for all depots (reminders and copies on file)Create and consolidate annual leave plan for all depots.Ensure all open orders are closed before year end.

Reporting:

Compile order vs deliveries KPI (monthly)Compile Monthly Depot Sales KPI report.

Other:

Attend on – going training and develop relevant knowledge and personal skills as provided by the company.Taking minutes during meetings as per requestAssist, Process and book travel request for Operations and HSEQ staffAssist with Gap Analysis of Procedures and Procedure review.Process Deficits in the absence of the Head Office Stock controllerAny other activity instructed to perform. Context & Environment INTERNAL
National Operations Manager - Reporting Depot Operations Manager - Reporting Based at Head Office - Adhere to functions and activities
Additional Information

The incumbent reports to the Depot Operations Manager and is responsible for coordinating and managing all administrative and secretarial duties for the department- ensure overall satisfaction at all times.