OPERATIONS ASSISTANT
| Location | PTA and Johannesburg, South Africa |
| Date Posted | October 13, 2020 |
| Category |
Management
Operations |
| Job Type |
Full-time
|
| Currency | ZAR |
Description
To provide assistance and administrative support within the Johannesburg Operations department. Ensure support is provided in such a way that effective planning, organizing and control takes place within the department. Ensure timeous and effective liaison internally and externally with clients, service providers and the operations team.
KEY RESPONSIBILITIES
Operations Support
- Ensure all external orders are requested to service providers on Secure Office
- Manage all bookings to service providers.
- Upload all supporting documents onto Secure Office
- Manage and update electronic and manual filing of all supporting documents in a timely manner.
- Assist with quotations required by the relevant Contract Manager
- Check invoices sent by Service Providers for ad-hoc and other services
- Obtain quotes from service providers (24 hours turnaround time to supplying quote to client / Contract Manager)
- Send proof of delivery for service as requested by clients on a weekly / monthly basis.
Administrative responsibilities
- File all material collections slips received from sites
- File new site costings and keep an updated ad-hoc sheet to manage site general waste budgets and manage ad-hoc services.
- Provide a user-friendly filing system for all service provider invoicing on a monthly basis.
- Ensure all relevant invoices, documents and reports are uploaded onto MS Teams on a weekly basis.
Data capturing
- Load all ad-hoc service request on Secure Office for invoicing
- Follow-up on availability of disposal / safe disposal certificates and make sure that it is loaded onto the reporting platform by the Data Department.
Reporting
- Ensure effective communication between clients, service providers and the commercial operations team.
- Ensure effective communication between the Finance Department and the Data Department
General Assistance
- Provide general assistance to operations assistant, operations manager and contract managers as requested within the Pretoria operations department.
CORE COMPETENCIES:
- Ability to work under pressure effectively
- Excellent time management skills
- Ability to set priorities and multi-task
- Good written and verbal communication skills
- Ability to work independently and within a team
- Attention to detail and problem-solving skills
- Taking ownership of responsibilities and filtering what is important.
- Excellent work ethic
- Attention to detail and high level of accuracy
REQUIREMENTS
- Minimum Matric or equivalent
- 1 -3 years working experience in a similar role
- Relevant qualifications and experience, knowledge and skills
- High proficiency in Microsoft Office and Excel is essential
- Valid Code 8 Driver’s License and own reliable transport essential
- Must be well presented and professional