Admin Officer

JOB PURPOSE

• The core purpose of the role is to provide administrative support to ensure that the administrative function of the branch is running smoothly and efficiently.

KEY PERFORMANCE AREAS

• Administration
• SHEQ Integrated Management System control

MAIN RESPONSIBILITIES

• The Administration Officer must possess comprehensive knowledge of all administrative requirements within the branch. Whilst the primary responsibilities may not encompass every task listed herein, it is imperative to ensure all tasks allocated are completed accurately, thoroughly, and in full compliance with established protocols and timelines.

• ADMINISTRATION

  • Administer top-up stock orders for the branch, in conjunction with procurement, including:

    • Create purchase orders for top-up stock as required by branch.
    • Place top-up stock orders with suppliers as required (and approved by procurement) and ensure timeous delivery.

  • Administer Branch powder coating and cutting (outworks), including:

    • Arrange powder coating of stock as required and ensure timeous delivery.

    • Generate a Purchase Order towards the powder coater.

    • Transfer (IBT) mill stock at Powder Coaters to Work in Progress (WIP) on SAGE for all items on the Purchase Order, to reserve the stock items.

    • Once stock is picked, receive dispatched IBT into WIP Warehouse immediately after completion of the IBT Purchase Order on SAGE.

    • Generate a Bill of Material (Manufacture) in the WIP warehouse, for each stock item received on SAGE.

      • Ensure the stock in WIP is to be manufactured in the main sales warehouse.
      • If no BOM is processed, the stock in the WIP warehouse must be transferred back to the main warehouse.

    • Print the Inventory Valuation for the WIP on a weekly basis to verify that stock on hand in the WIP equals to open Purchase Orders for the powder coaters.

  • Administer Inter Branch Transfers.

    • Post and receive Inter Branch Transfer (IBT) stock on SAGE.
    • Post and transfer Inter Branch Transfer (IBT) stock on SAGE.
    • Transfer Inter Branch Transfer (IBT) stock to Work In progress (WIP) on SAGE.

  • Post Receiving of stock items (GRV) on SAGE, upon completion of checks by warehouse.

  • Control branch Freight administration.

    • Update spreadsheet indicating driver drops and mileages daily.
    • Capture Fuel slips onto spreadsheet and raise irregularities with Management.
    • Capture Freight waybills onto Freight spreadsheet daily and raise irregularities with management.
    • Reconcile Freight supplier Invoices to Freight Spreadsheet and post on SAGE.

  • Packaging material.

    • Order packaging material.

      • SFK.
      • Bubblewrap.
      • Tape.
      • Pallets.

    • Post Goods Received Vouchers (GRV) on SAGE for all supplies ordered.

  • Control Branch POD’s.

    • Review POD’s and ensure adherence to company requirements.
    • Ensure all POD’s are received timeously by cross referencing to SAGE system.
    • Scan and send POD’s as requested by stakeholders.

  • Reporting:

    • Fleet drops and mileage.
    • Update picking reports by branch.
    • Capture workforce on SAGE and tracking spreadsheet.
    • IBT corrections.
    • Consolidated freight reports.
    • Workforce.
    • Overtime.

  • Complete general administration duties as required by the needs of the branch.

    • Filing.
    • Invoicing of sales orders.
    • Archiving of historic documents.
    • Data capturing.
    • Order PPE and stationery.
    • Assist with the planning of the IBT schedule.
    • Creditor statements.
    • Complete other administrative tasks within the Department as required by the needs of the company.

• SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

  • Ensure adherence to the OHS Act.

    • Take reasonable care for the health and safety of themselves of other persons.
      • Co-operate with the employer to enable prescribed duties or requirements to be complied with.
      • Carry out any lawful order given and obey the health and safety rules and procedures.
      • Report any unsafe or unhealthy situation to the employer.
      • Report any incident to the employer.
      • Comply with health and safety plans.
    • Participate in any Integrated Management System activities as required.
    • Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
    • Ensure adherence to all company policies and procedures.
    • Always maintain a high level of customer service levels standards.
    • Ensure the Administration Department maintains and complies with standards of health and safety, and hygiene always.

KEY JOB REQUIREMENTS

QUALIFICATIONS

• Grade 12 or equivalent.

EXPERIENCE

• 2 years’ experience in a similar position.
• 4 years’ experience in an administration field.

KNOWLEDGE REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE / Pastel Evolution, or similar, at an intermediate level.
• A thorough practical knowledge of best practices in administration processes.
• Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

• Detail-oriented with a focus on accuracy.
• Ability to manage and prioritize tasks efficiently, whilst adhering to strict deadlines.
• Capacity to handle multiple tasks simultaneously.