Job Description
To effectively record and capture the daily operations activities relating to Outsource Overtime Submissions/External Yards Overtime Submission/On Wheels Revenue capturing, including all fuel/toll usage and to ensure that effective administration is conducted, and all information recorded and stored accurately and sent to finance teams within the stipulated timeframe.
Key Responsibilities:
- Administration responsibilities and coordination
- Communicate with Solutions and client management to coordinate overtime schedules for daily and weekend planning.
- Monthly outsource labour accruals for creditors.
- Weekly file overtime for debtors.
- Updating weekly costing file for vacancy replacements.
- Purchasing minor assets, stationery, and refreshments for VDC1, VDC2, and ACSA Yards.
- Raising invoices on V-Procure for all Outsourced labour, fuel, minor assets, stationery, and refreshments for VDC1, VDC2, and External Yards purchases.
- Collect, check, confirm outsource sign on sheets daily and weekly.
- Capture and process outsource hours on company systems and compare hours on billing invoice on a weekly basis.
- Updating weekly KPI budget for unrecoverable cost.
- Attending to payment queries for outsource labour.
- Tracking cost for Convoy moves to Westwood for billing purposes and compiling billing file.
- Compile weekly revenue reports.
- Capturing monthly KPIs for management.
- Create and update databases and records of financial information for the finance department.
- Submit reports and prepare proposals and presentations when needed.
- Gather quotes for procurement items for the operations department.
- Order and control the usage of stationery and refreshments for the department and process orders for payment.
- Assist with ordering and processing of orders for payment on V-Procure.
- Managing petty cash for all sites.
- Assist managers and supervisors with any operations and administrative requests.
- Ensuring all relevant and issued PPE is always worn.
- Submitting PDI file to finance for invoicing.
- Perform other duties that may fall outside your current duties that may be required from time to time.
Education and Experience:
- Diploma/Higher Certificate in Accounting/Finance/Operations.
- Computer literate in MS Office Applications, V-Motion and SAP.
- Worked in the logistics/supply chain environment for 3-5 years.
- Must be results driven.
- Must be accurate and have attention to detail.
- Ability to work under pressure and meet strict deadlines.
- Must be able to work overtime/weekends and shifts.
Behavioural Skills and Abilities:
- Pro-active – Advanced level
- Communication – Advanced level
- Interpersonal skills – Advanced level
- Analytical skills – Advanced level
- Organisational skills – Advanced level
- Methodical and Process Orientation – Advanced level
- Results driven – Advanced level.
- Work independently – Advanced level.
- Customer focus – Advanced level
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