Factory Administrator - Durban
AVI Limited
AVI Ltd. is known for its leading household brands across many categories including: hot beverages, sweet and savoury biscuits and snacks, frozen convenience foods, personal care products, cosmetics, shoes, accessories, and fashion apparel. NATIONAL BRANDS LIMITED operates 5 manufacturing sites, offering world class manufacturing facilities in Isando (Johannesburg), Rosslyn (Pretoria), Westmead and Durban (KZN). It is home to some of the best-known South African tea, coffee and creamer brands, including our delicious range of much-loved savoury and sweet biscuits, and our melt-in-your-mouth snack range. An exciting opportunity exists for a Factory Administrator at NATIONAL BRANDS LIMITED, NBL Westmead Biscuits . The successful incumbent will report directly to the Operations Executive. Job Specification: Key Performance Areas: Coordinate travel and accommodation for Ops Exec and HOD’s : Coordinate and manage Domestic and International travel arrangements for Ops Exec, HOD's, employees and visitors (flights, accommodation, car hire, and forex for International trips Adhere to the "reasonable/cheaper travel pricing" rule Ensure travel & accommodation arrangements for international and local delegates and visitors are managed and organized before the date of travel Coordinate the traveling and accommodation costs according to the budget Administer expense claims of Ops Exec and HOD's : Capture expense claims timeously on the AVI Web App for authorization and payment; Reconcile receipts and statements with expense claims, before submission Ensure that the claims procedure is followed Capture training expenses Resolve any queries on Purchase Orders vs Invoices Resolve queries on expense claims, working with the Site and the FSS team Manage general office administration : Management of the Operations Executives diary and appointments Coordinate the scheduling of boardrooms and meetings for NBL and site management Arrange Town Halls when required Arrange catering according to meeting requirements Coordinate the Ops Review meeting arrangements such as catering, clean garments, meals, boardroom cleaning, office bar fridge has enough beverages Prepare the presentation slides for the Operations Executive and other HOD's for Monthly Ops Review meetings and any other ad-hoc meetings Coordinate the daily activities of the admin cleaners and driver Send and receive all courier documentation and parcels Liaise and manage relations between the Site and NBL Head Office Co-ordinate Site visits and factory tours for Internal and External visitors Manage Monthly cut-offs and recons Receptionist Manage pool vehicles. Ensure usage logs, services, roadworthiness and cleanliness are in place. Manage General Administration for Human Resources : Attend and participate in Full Circle Meetings and give information to be distributed on the notice board Order stationery, beverages, and cutlery and update the internal telephone list Manage the distribution of hamper tickets to employees Manage administration of site initiatives : Co-ordinate factory visitors and hampers for visitors if required Organize Farewell and Year-End functions Log calls to IT regarding HR-related queries Communicate messages on the PA system when required Administrate the Team of the Month incentive scheme Co-ordinate any Site CSI initiatives Coordinate all meetings and functions, both on and off-site (venue, refreshments, catering, equipment, awards & certificates, etc.) Taking minutes in meetings and typing the same Minimum Requirements: Experience: 3 – 5 years of relevant administrative experience Experience within a FMCG and Manufacturing Environment, working with Executives and a Senior Management Team Qualifications: Grade 12 Secretarial Diploma or equivalent Additional Requirements: Advanced MS Office Skills SAP Experience Manage multiple activities Factory Performance and Indicators Shopware Competencies: Documenting Facts Attention to detail Articulating information Staying composed Planning and organizing Maintaining productivity Meeting deadlines Building relationships We are committed to the growth of internal employees and it is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applications. All external applications will be considered in line with our Employment Equity targets. For more information about AVI LIMITED please visit our website on www.avi.co.za
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