SUMMARY:
Operations Supervisor
POSITION INFO:
Purpose of Position:
To plan and facilitate the smooth operations of the fleet in a correct, cost effective, efficient, and safe manner on a day-to-day basis. Tasks listed may not be limited to.
Position Outputs:
Daily Planning Confirmation:
• Confirm all planned activities on the board, ensuring the appropriate team is assigned and prepared for the following day''s tasks, with support from your assistant.
Tool Verification and Certification:
• Collaborate with the stores to verify that all tools are packed correctly, ensure all required certificates are included, and confirm that the tools meet the correct LTI colour code.
Issuing Warnings:
• Enforce OHSA regulations and MME policies by issuing warnings for any infractions at the depot or those reported from site operations.
Morning Team Dispatch:
• Oversee the dispatch of teams each morning, with assistance from supervisors and/or management, ensuring all teams are properly briefed.
Pre-Loading Trucks:
• Whenever possible, plan for trucks to be pre-loaded the day before to minimize delays in starting the next day''s operations.
Weekend Loading:
• Coordinate with management to plan and execute weekend loading when necessary to ensure readiness for Monday’s tasks.
Safety and Efficiency Guidance:
• Provide teams with instructions on how to complete their tasks safely and efficiently within the designated working hours.
Monitoring Job Progress:
• Check the progress of all teams’ jobs at 9 am, 12 pm, and 3 pm, identifying any delays and their causes to minimize overtime. Communicate any issues to management to find timely solutions.
Breakdown Reporting and Assistance:
• Report any vehicle breakdowns to Stores and assist in getting a mechanic to the site or organizing a bakkie to bring the rigging team back to the depot.
Document Control and Action:
• Ensure all job documentation (HIRA, Job Sheets, Time Sheets) is correctly completed and report any discrepancies for action.
Daily Planning Meetings:
• Facilitate the 3 pm planning meeting, communicating the next day’s plan with the sales team and management in attendance.
Weekend Standby Schedule:
• Participate in a rotational weekend standby schedule with management, ensuring coverage and operational readiness.
Team and Vehicle Tracking:
• Maintain awareness of all team locations and ensure all vehicles are properly booked out and approved by operations using the vehicle issue form.
Workshop Collaboration:
• Work closely with the workshop team regarding loading, general maintenance of vehicles, and the upkeep of the MME depot.
Operational Efficiency:
• Ensure all operations are conducted in an appropriate, cost-effective manner, continuously seeking improvements.
Improving Systems and Processes:
• Enhance operational management systems, processes, and best practices to improve overall efficiency and effectiveness.
Inventory and Purchasing Oversight:
• Manage the purchasing of materials, plan inventory, and oversee warehouse efficiency to support operational needs.
Legal Compliance:
• Ensure that all processes remain legally compliant, adhering to relevant regulations and standards.
Strategic and Operational Objectives:
• Assist in formulating strategic and operational objectives to align with the company’s goals.
Financial Data Analysis:
• Examine financial data related to operations and use insights to improve profitability, focusing on costings.
Quality Control:
• Perform quality controls in collaboration with Stores and Management, ensuring standards are maintained across operations.
Staff Recruitment and Supervision:
• Assist the Branch Manager in recruiting, training, and supervising staff to maintain a skilled and effective workforce.
Customer Service Improvement:
• Continuously find ways to increase the quality of customer service, ensuring client satisfaction.
Job Documentation Management:
• Ensure all job booking documentation is accurate and complete, and prepare job sheets with all necessary paperwork attached (timesheets, maps, HIRA, pictures, method statements, risk assessments) before
teams leave the depot.
Job and Cost Updates:
• Complete daily job updates and cost adjustments based on any changes during the day.
Fuel Card Management:
• Oversee the issuing and return of fuel cards, ensuring they are signed out and back in by the driver as needed.
Vehicle and Trailer Licensing:
• Manage the licensing process for all vehicles and trailers, ensuring compliance with legal requirements.
Key Issuance:
• Oversee the issuing of vehicle keys, ensuring proper control and documentation.
Daily Costing and Project Management:
• Complete daily costings and manage projects, ensuring financial efficiency and timely completion.
Day-to-Day Job Planning:
• Assist with the planning of day-to-day operations, ensuring that jobs are scheduled and resources are allocated effectively.
Purchasing and Sub-Contractor Coordination:
• Handle purchasing, order numbers, and booking of sub-contractors to support operational needs.
Office Maintenance:
• Maintain a clean, organized, and well-functioning operations office to support daily activities.
Invoicing Timeliness:
• Ensure invoicing is completed within 48 hours of job completion and no later than the 5th of every month, with representatives submitting correct documentation.
Tool List Preparation:
• Prepare and confirm tool lists for Stores as per paperwork received from the sales office, ensuring tools are packed before the 3 pm meeting when possible.
Meeting Support:
• Assist with managing orders, outstanding documents, and future jobs during the 3 pm meeting.
Staff Inductions and Access:
• Prepare and maintain inductions and access for all staff on contract sites, ensuring the Safety Department updates the monitoring system.
Daily Planner Preparation:
• Prepare and distribute an accurate daily planner to all management before 5 pm, ensuring clear and comprehensive communication.
Email Communication:
• Manage emails and ensure effective communication between sales and clients, relaying critical information as needed.
Fine Management:
• Track and manage fines, ensuring timely payment and proper issuance to staff.
PPE Management:
• Oversee the issuing and purchasing of PPE for all staff, with the Safety Department tracking PPE on the register.
Admin Completion:
• Complete all administrative work within normal working hours (7:00 am to 5:00 pm Monday to Thursday, 7:00 am to 3:30 pm on Friday). If work is not completed, additional hours on the weekend may be required, with a valid reason for any delays.
