Administrator at Omnia (Pty) LTD

• The purpose of the job is to ensure compliant and accurate administrative support

What You Will Be Responsible For:

Invoicing

• Create quotations for customer purchase orders
• Receives Purchase Requisition from the customers.
• Verify information on loading sheets / delivery notes balance
• Create sales order on D365 for the delivery to enable Head Office to do the billing of the customer.
• Uploading supporting documents for the sales orders
• Filing of documents in an organised manner.
• Transacting on Third party systems (Ariba/Coupa)

Procurement

• Performing the administration of all purchases made by the operations.
• Ensures that the PR is duly authorised, material specifications are correct, cost codes are correct, and that the documentation is otherwise in order. In the event of incorrect cost codes, will make the necessary correction
• Enter the order detail on D365 so that a Purchase Order can be generated for suppliers
• Ensure that the order is entered on to D365 and monitor the approval thereof.
• Ensures that the PR is tied up with the order batch (including the quote, printed order, delivery note, invoice, statement).

General Administration

• Filing.
• Archiving of old documents.
• Keeping files up to date and in a neat order.
• Performing problem solving duties when customers have queries relating to in-voicing of delivery notes.
• Ad-hock tasks requested by managers
• Assisting with head office requests on site information required
• Assisting with booking of medical and induction training.
• Assist with staff contracts / paperwork
• Travel and accommodation bookings
• create /close WO`s for all fleet related orders

Stock Administration

• Receive daily delivery notes from the operations to verify stock transfers from the plants/sites
• Reconciliation of stock count figures as required and issue/sold on a weekly /monthly basis
• Captures data and reconciles the inbound, outbound, and stock on hand figures to Completes the weekly Inventory Report as well as Variance Report.
• Create counting journals on D365
• Uploading of counting journals and recons onto SharePoint
• Assist with the fault finding when variances occur.
• Verify stock status of on-hand stocks and report on information

Training Data Capturing and administrating

• Create training schedules
• Ensure any completed Training is captured and entered the Training Data Base daily.
• Capturing of training results and certificates on CRS
• Updates of the Training register.
• Updates of the Site Induction.
• Assisting with the Training Needs per employee per site for programme purpos-es.
• Should there be a requirement that Training reports of the various employees are sent to the relevant site Ops Managers upon request by the same.
• Update site specific TNA's
• Ad-hock tasks requested

SHEQ Responsibilities

• Training Data Capturing and administrating
• Updating of SHEQ registers
• Uploading of Safety statistics
• Maintaining contractor's pack
• Ordering and issuing of PPE
• Updating of SHEQ registers

What You Will Bring:

Qualifications:

• Grade 12
• Administration certificate / diploma

Experience:

• 3-5 years of experience in fleet administration activities
• Hands-on experience on transaction systems, Preferably D365,
• Experience on D365, SharePoint and 3rd part tracking systems would
• Ms office (Word, Excel, E-mail)

Key Competencies:

• Customer Focused
• Attention to detail
• Numeric skills
• Assertive
• Able to take control
• Systematic
• Planning and Organizing
• Following Instructions and Procedures
• Deciding and Initiating Action
• Delivering Results and Meeting Customer Expectations
• Applying Expertise and Technology
• Coping with Pressures and Setbacks