ROLE IMPACT

The purpose of the job is to ensure that all department administration and duties are carried out efficiently and effectively.

KEY RESPONSIBILITIES

Invoicing:

Receiving of all the Truck Operators / accessory drivers hand in their Loading Sheets / delivery notes daily.
Compile a Delivery Note for each consignment as per loading sheet.
Prepares the invoicing process by entering the detail of the order on QAD to enable Head Office to do the billing of the customer.
Filing of documents in an organised manner.
Create purchase order numbers on AX for transporters.
Receives Purchase Requisition from the customers.

Stock Administration:

Reconciliation stock count figures as required and issue/sold on a weekly /monthly.
Captures data and reconciles the inbound, outbound and stock on hand figures to balance variables.
Completes the weekly Inventory Report as well as Variance Report.
Assist with the fault finding when variances occur.
Assist the Operation Foreman / manager to order raw materials and stock.

Purchases:

Performing the administration of all purchases made by the unit.
Ensures that the PR is duly authorised, material specifications are correct, cost codes are correct, and that the documentation is otherwise in order. In the event of incorrect cost codes, will make the necessary correction.
If purchase is made from a non-standard supplier, obtain 3 quotations and then choose the one which is most suitable for the company (taking into account price, product quality and quality of service).
Enters the order detail on QAD so that a Purchase Order can be generated for management approval.
Places order with supplier and assesses the delivery date.
Ensures that the order is entered on to AX and monitor the approval thereof.
Ensures that the PR is tied up with the order batch (including the quote, printed order, delivery note, invoice, statement).
Ensures that invoices are in order and correct and have all applicable information (BME's VAT number and correct address etc.).
Filing of the all the Purchase orders, quotations and other related paperwork.

Administration of overtime:

Receives monthly overtime clock cards/books from site personnel.
Responsible for processing overtime, get approval from manager/foreman.
Capture data on spreadsheets and send this through to Head Office for further processing.
Handling of all overtime queries of site personnel.

General Administration:

Filing.
Archiving of old documents.
Keeping files up to date and in a neat order.
Performing problem solving duties when on site personnel have queries regarding salaries, overtime, loans, leave.
Performing problem solving duties when customers have queries relating to invoicing of delivery notes.
Order office stationery.
Order Refreshments.
Provide assistance with booking of medical and induction training.
Perform general duties such as the answering of office phones/faxes.
Performing Reception duties (receiving clients, if requirements make refreshments).
Typing of letters and e-mails when required from senior personnel.

Training Data Capturing and administrating (if applicable):

Ensure any completed Training is captured and entered the Training Data Base daily.
Daily updates of the Training register.
Logging on of all personnel utilising the Training centre computers with relevant Username and Password.
Assisting with the Training Needs per employee per site for programme purposes.
Should there be a requirement that Training reports of the various employees are sent to the relevant site Ops Managers upon request by

MINIMUM REQUIREMENTS

Qualifications

Experience

Key Competencies

Knowledge of products and compatibility of products which are stored and transported
Proficiency in MS Office 365 (Word, Excel, PowerPoint and Email)
Problem solving - identify problems and review information to find practical solutions
Knowledge of ERP systems

Administrator (used Oil) Ftc

Key skills