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

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 the same

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Site Administrator

Administrator - Kraaifontein