Administrator, Operations Intelligence (Gauteng) at Smollan

Job Summary:

• To ensure organisational effectiveness through the maintenance and sustainability of operational systems and effective reporting to relevant stakeholders.

Key Responsibilities and Deliverables:

Analysis and Reporting

• Action/administrate the structured schedule for all necessary reporting
• Screen operational reporting needs to ensure quality
• Generate and analyse reports to identify exceptions
• Assist with feedback on reporting when necessary
• Assist with Time in Motion studies where required, and consolidate and analyse data
• Ensure operational reporting analysis, when required

Operational Systems Support

• Maintain applicable databases
• Ensure regular meetings are held to discuss systems and processes
• Suggest and communicate recommended enhancements
• Collaborate with systems users and developers to ensure problems are resolved
• Conduct pre-launch systems checks
• Assist with the efficient roll-out of new software
• Support software users when necessary
• Monitor systems implementation and usage, and identify exceptions and escalate appropriately
• Ensure records are kept regarding assurance checks and training
• Compile and submit reports for auditing purposes and implement suggestions
• Fleet and Call Cycle Administration
• Receive call cycle plans from Operations teams
• Ensure all external influences are taken into account when analysing the call cycle data
• Integrate amendments in the call cycle routes from Operations
• Ensure regular updates on home geo-coding and store geo-coding
• Optimise call cycle routes
• Ensure regular meetings are held to discuss systems and processes
• Distribute and clarify optimised routes to Operations
• Where needed, enforce optimised routes and stoppages
• Extract and distribute movement reports from C-Track system

General Administration

• Order new equipment as and when required
• Support Operations on repair processes for equipment maintenance
• Provide ongoing information regarding relevant policies, processes, and procedures
• Conduct regular required audits on CGCSA
• Capture project-specific data and ensure quality and accuracy

Vehicle Tracking

• Monitor company vehicles are assigned to the correct employee and inform of vehicle inconsistencies
• Monitor vehicle tracking systems information provided through the OPSI system
• Ensure vehicle tracking systems are operational
• Report vehicle tracking system faults and ensure repairs or replacements
• Monitor and report any irregularities regarding call cycles and follow up on all call cycle errors reported
• Adhere to the confidentiality agreement

Record Keeping

• Ensure records are kept regarding total optimised distances
• Compile and submit reports for auditing purposes
• Communicate feedback to relevant stakeholders regarding the efficiency of the OPSI system

Requirements

• Minimum Qualifications: Diploma/NQF level 5
• Minimum Experience: 2 - 3 years’ experience in a systems / analytical environment preferably within FMCG

Knowledge, Skills & Abilities: Computer literacy – MS office suite (required level dependent on business unit need)

• Reporting skills
• Administration skills
• Relationship building
• Operational Systems
• Communication skills (verbal & written)
• Fleet & call cycle administration