Assistant Operations Administrator

Aim:

To effectively record and capture the daily operations activities relating to Outsource Overtime Submissions/External Yards Overtime Submission/On Wheels Revenue capturing, including all fuel/toll usage and to ensure that effective administration is conducted, and all information recorded and stored accurately and sent to finance teams within the stipulate timeframe.

Key Responsibilities:

Administration responsibilities and coordination
Communicate with Solutions and client management to coordinate overtime schedules for daily and weekend planning.
Monthly outsource labour accruals for creditors.
Weekly file overtime for debtors.
Updating weekly costing file for vacancy replacements.
Purchasing minor assets, stationery, and refreshments for VDC1, VDC2, and ACSA Yards.
Raising invoices on V-Procure for all Outsources labour, fuel, minor assets, stationery, and refreshments for VDC1, VDC2, and External Yards purchases.
Collect, check, confirm outsource sign on sheets daily and weekly.
Capture and process outsource hours on company systems and compare hours on billing invoice on a weekly basis.
Updating weekly KPI budget for unrecoverable cost.
Attending to payment queries for outsource labour.
Tracking cost for Convoy moves to Westwood for billing purposes and compiling billing file.
Compile weekly revenue reports.
Capturing monthly KPIs for management.
Create and update databases and records of financial information for the finance department.
Submit reports and prepare proposals and presentations when needed.
Gather quotes for procurement items for the operations department.
Order and control the usage of stationery and refreshments for the department and process orders for payment.
Assist with ordering and processing of orders for payment on V-Procure.
Submit reports and prepare proposals and presentations when needed.
Managing petty cash for all sites.
Assist managers and supervisors with any operations and administrative requests.
Ensuring all relevant and issued PPE is always worn.
Submitting PDI file to finance for invoicing.
Perform other duties that may fall outside your current duties that may be required from time-to-time.