Administrative Specialist, Operations

SUMMARY:
MAIN PURPOSE OF THE ROLE
This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated record of assets, controlling the debtors book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager. As well as: Financial reporting KPI & SLA reporting

POSITION INFO:
Tertiary Qualification(s)
Matric
Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test Advantage: Finance/ Accounting / Administration Certificate
Additional Computer Skills
Webcost SAPICS The understanding of our WMS
Computer Literacy - Advanced
Electives
Analytical & problem-solving skills
Job-related Requirements
Commercial & financial: Sound financial acumen and experience in adherence to budget, contract management and service level agreements (3 years);People management skills including leadership, performance management, people motivation and people development (minimum 1 year experience);Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people – both internal and external (at least 1year);Supporting and Co-operating including working well with people and adhering to principles and values Organizing and executing which includes planning, organizing, delivering results & adhering to processes & procedures
Flexibility to work after hours and extended hours
Duties and Responsibilities:
Purchasing compliance Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed packing lists; Distributions of stationary/ hardware/ packaging materials, etc., to Ops Control & distribution of PPE Timesheet/ Labour Invoices Timeous submission of timesheets to Labour Broker / Payroll Ensure weekly invoices are received from Labour Broker on time not received, follow up with Labour Broker & escalate to Admin Manager where necessary Raise all anomalies raised by administrator with Branch Manager / Labour BrokerGet sign off from Branch Managers Asset Procurement Monthly review of asset register. Verify/sign off on all new assets loaded monthly Conduct quarterly audits Report back to Admin Manager on asset audit findings and status Invoicing Update invoicing schedule’s on ICS monthly Raise invoices on time and first time right Ensure all supporting documentation uploaded on Debtors Invoicing System Ensure all invoices submitted on Debtors Invoicing System (as per schedule)Update Invoicing system with SAP invoice numbers Webcost Review all coding and ensure first time right Adhere to webcost timelines Review Web query report weekly and action queries Raise Web queries timeously where necessary Follow up on credit notes / invoices etc from suppliers Escalate any supplier concerns to Admin manager

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