Operations Administrator

JOB TITLE: Operations/General Administrator – Western Cape

JOB SUMMARY

The Operations/General Administrator provides administrative support to the Operations, Compliance/HSEQ, HR and Finance Departments, ensuring that operational and administrative processes are completed accurately, timeously and to a high standard.

The role is responsible for the accurate and real-time capturing, monitoring and maintenance of operational, compliance and HR-related information on the iCore system, as well as the coordination and control of documentation required by the business.

The role supports the effective administration of operational records, trip documentation, employee information, attendance, driver hours, training records and order tracking, ensuring information is accurate, up to date and readily available.

ACCOUNTABILITIES / PRINCIPAL DUTIES

1. OPERATIONS ADMINISTRATION

• Ensure trip sheets are checked accurately and timeously.
• Ensure all relevant supporting documentation is attached to trip sheets.
• Verify that trip documentation is complete and correctly filed.
• Assist in ensuring all reconciliations (Recons) are captured accurately.
• Assist in ensuring all losses and gains are accurately recorded and submitted to customers within the required timeframe.
• Capture and maintain order tracking information on company system (iCore) in real time.
• Monitor operational information and follow up on outstanding or incorrect information with the relevant department.
• Ensure operational records are maintained and readily available for reporting and audit purposes.
• Provide general administrative support to the Operations Department.

2. iCORE SYSTEM & DATA ADMINISTRATION

• Ensure required operational, compliance and HR information is captured accurately and in real time on iCore.
• Capture and maintain order tracking on iCore.
• Capture and update staff attendance and working times.
• Capture driver and BVO working hours daily.
• Capture and maintain training records on iCore.
• Capture required Compliance/HSEQ and HR information on iCore(RAP, Disciplinaries, Leave, etc).
• Ensure all information captured is accurate, complete and up to date.
• Identify missing, incorrect or outstanding information and escalate to the relevant department.
• Maintain the integrity and accuracy of electronic records and ensure information is readily accessible when required.

3. HSEQ / COMPLIANCE ADMINISTRATION

• Ensure the Staff Attendance Register is updated daily.
• Ensure all required staff are breathalysed and that records are maintained and filed.
• Monitor recorded working hours and identify potential hours non-conformances.
• Report identified hours non-conformances to Operations and management timeously.
• Assist with maintaining Compliance/HSEQ records and documentation.
• Assist Operations and Compliance with administrative requirements for audits, inspections and internal reviews.
• Maintain accurate records relating to staff and driver compliance activities.

4. HR / STAFF ADMINISTRATION SUPPORT

• Communicate all relevant employee information to HR via email, including new employees, dismissals, bank detail changes and other employee changes.
• Ensure all payroll-related changes are communicated to HR before payroll submission on the 20th of each month.
• Assist with the administration and filing of driver, training and compliance files where required.
• Identify and report attendance or timekeeping discrepancies to the relevant department.
• Maintain confidentiality when dealing with employee and company information.

5. FINANCE / DOCUMENT CONTROL

• Coordinate and provide required operational documentation to the Finance Head.
• Ensure supporting documentation required for invoicing, reconciliations and financial processing is complete and accurate.
• Ensure trip sheets and supporting documents are submitted within required deadlines.
• Assist with resolving missing or incomplete documentation that may affect financial processing.
• Maintain organised records for Finance and operational reference.

6. GENERAL ADMINISTRATION

• Monitor stationery usage and maintain appropriate stock levels.
• Ensure stationery is available for operational requirements.
• Monitor and issue refreshments as required.
• Maintain physical and electronic filing systems to a high standard.
• Assist with general administrative duties required by Operations, Compliance/HSEQ, HR and Finance.
• Maintain a high standard of accuracy, organisation, confidentiality and attention to detail at all times.

KEY PERFORMANCE EXPECTATIONS

The Operations/General Administrator is expected to:

• Maintain accurate and real-time iCore capturing- stats for all regions are presented on Tuesday mornings.
• Ensure operational, HR and compliance information is complete, accurate and up to date.
• Ensure trip sheets and supporting documentation are processed accurately and within required deadlines.
• Identify and escalate discrepancies, missing information and non-conformances promptly.
• Maintain effective document control and filing standards.
• Ensure employee and payroll-related information is communicated to HR timeously.
• Support effective communication between Operations, Compliance/HSEQ, HR and Finance.
• Maintain confidentiality and professionalism when handling company and employee information.
• Take accountability for the accuracy and completeness of information under their control.

REQUIRED SKILLS & COMPETENCIES

• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Strong data capturing skills.
• Computer literacy and ability to learn and utilise company systems.
• Deadline oriented.
• Good communication and interpersonal skills.
• Ability to identify discrepancies and follow up effectively.
• Ability to work independently while supporting multiple departments.
• Ability to work effectively in a fast-paced logistics environment.
• Strong confidentiality and professionalism.
• Good time management and prioritisation skills.

EXPERIENCE & QUALIFICATIONS

• Grade 12 / Matric required.
• At least 2 years experience in administration is required
• Previous Admin experience in operations, logistics, fleet or a similar environment will be advantageous.
• Experience using an ERP, transport management or operational system will be advantageous.
• Experience within the logistics, transport or fuel industry will be advantageous.

Email CV to [email protected]

Pay: R8 000,00 - R12 000,00 per month

Work Location: In person