Administrative Specialist, Operations

Key purpose:

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated record of assets, controlling the debtor's book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager. As well as: Financial reporting KPI & SLA reporting.

Duties and responsibilities:

• Purchasing compliance Ordering management ensure 3x quotes are received from different suppliers All quotes are signed off before the order is placed. 
• Purchase order tracker to updated as orders are placed, and goods received. 
• Distributions of stationary/ hardware/ packaging materials, etc., to Ops Control & distribution of PPE Timesheet/ Labour Invoices Timeous submission of timesheets to Labour Broker / Payroll Ensure weekly invoices are received from Labour Broker on time If not received, follow up with Labour Broker & escalate to Admin Manager where necessary Raise all anomalies raised by administrator
  with Branch Manager / Labour Broker Get sign off from Branch Managers Asset Procurement Monthly review of asset register. 
• Verify/sign off on all new assets loaded monthly Conduct quarterly audits Report back to Admin Manager on asset audit findings and status Invoicing Update invoicing schedules on ICS monthly Raise invoices on time and first time right 
• Ensure all supporting documentation uploaded on Debtors Invoicing System 
• Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
  
• Update Invoicing system with SAP invoice numbers Webcost Review all coding and ensure first time right
• Adhere to webcost timelines Review Webquery report weekly and action queries Raise Webqueries timeously where necessary
• Follow up on credit notes / invoices etc from suppliers Escalate any supplier concerns to Admin manager
• DSO Management Review DSO Report and follow up on outstanding balances Build a relationship with relevant clients accounts payable Give feedback to Supervisor on all debtor's overdue debtors. 
• Email invoices and statements to client on workday 1 or as soon as the invoice is generated on SAP. 
• Financial Reporting/Analysis Ensure all financial reports are reviewed, investigated and signed off by the branch manager 
• Report all anomalies to Supervisor Respond to P&L queries timeously and investigate where necessary 
• Review P&Ls and submit journals to Shared Services Review P&Ls with branch manager monthly on workday 3 Prepare SKF reporting and ensure sign off is done by branch manager monthly
• Collate & present monthly financial performance report on operations.
• Liaise with Branch Manager on Manning, Equipment & other high costs monthly KPI Reporting 
• Confirm with branch manager what the SLA KPI's are Ensure these are managed at branch level Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager Branch Support Support Branch Managers with all finance and administrative requirements.

Qualifications and experience:

• Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test
• Advantageous - Finance/ Accounting / Business management Certificate or Diploma
• Intermediate computer literacy level in MS Word, Excel, PowerPoint and Outlook
• Experience advantageous in Webcost, SAP, ICS
• Minimum of 3 years experience in sound financial analysis and budgets, contract management and service level agreements
• Minimum of 1 years experience in Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people both internal and external and Supporting and Co-operating including working well with people and adhering to principles and values