Operations Admin Clerk

Job Purpose

The primary purpose of an operations administration clerk is to provide essential administrative and operational support to ensure the smooth and efficient functioning of an organization, particularly within the operations department.

Qualifications & Experience

• Grade 12 (Matric)
• Certififcate /Diploma in Safety and Administration would be benieficial.
• 3+ years experience
• Advanced Computer Literacy
• Valid Driver's License

Key Responsibilities

ADMINISTRATION.

• Preparation of monthly forecast in consultation with Manager
• Checking all suppliers invoices against approved rates - Order requisition is approved by management/Invoices are in order
• Check labour staff working hours and overtime and compile actuals report
• Assist in recoveries from clients
• Batching of invoices are done according to the batch processes procedure
• Ensure that all service provider invoices are sent out timeously for payment
• Following up on outstanding debtors
• Monitor claims & ensure correct procedures are followed for reporting/provision/processing of invoices
• Quarterly asset verifications/disposals/transfers.
• Ensures that all finance administrative requirements are met as per deadlines
• Ensure all financial documentation are filed and up to date.

SHERQ

• Complies to the Occupational Health and Safety Act, familiarizing yourself of the laws and regulations
• Maintain all SHEQ standards including but not limited to; incident reporting and prevention (near misses) and observations of concerns in the operations
• Adhere to all BIL and Mondi warehouse policies & procedures
• Order, issue and monitor PPE requirements for employees
• Adhere to all PPE requirements and report immediately regarding defective PPE Participate actively in all SHERQ programmes
• Participate in all audits as and when required
• Conduct monthly inspections as per SHE appointment as per target dates
• Conduct verification audits on clock cards and competency training cards ensuring on person at all times
• Assist the Operations Manager for the ISO, BIL and client specific audits
• Ensure all equipment including forklift, scanners and PC's are in good working condition
• Ensure working transponder to be on person at all times and ensure that all transponders are returned at the end of the shift
• Ensure all training requirements are booked and updated
• Conduct in-house training for all employees and maintain registers and spreadsheets
• Ensure all medicals are booked and updated accordingly
• HSEC Online system to be updated
• Manage all documents in accordance with ISO 9001, 14001 and 45001

OPERATIONS

• Attend and compile meetings and minutes
• Participate in cycle and stock counts as requested
• Adherence to all SLA's from management and clients
• Attending to service provider queries
• Ordering and distributing of staff ration, stationery and consumables
• Preparation of reports as instructed by managed ensuring accuracy
• Filing of delivery notes daily and metro file of documents