Assistant to Operations Manager at WastePlan

Job Summary        

• To provide assistance and administrative support within the 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.

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 Operations Manager / 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 / Operations Manager / Contract Manager)
• Send proof of delivery for service as requested by clients on a weekly / monthly basis

Administrative responsibilities

• 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
• Schedule meetings and assist with meeting minute taking
• Flag or escalate any issues raised in site inspection reports
• Assist with financial responsibilities, especially around month end
• Obtain monthly reports from service providers and allocate ad hoc services correctly to each client for invoicing by the 7th of each month
• Ensure effective communication between clients, Service Providers and the Commercial Operations team with regards to quotations and invoices
• Effective communication with WastePlan and SmartMatta Finance department in the KZN region
• Uploading documents on Secure Office (SO) for sales to invoice on Commercials sites and uploading and approval MRF Invoicing
• Requesting documents from subcontractors for processing sent to Data department
• Do requisition for purchasing and transporting
• Approving management fees, adding cost into the management fee accounts
• Following up with quotes and POs from Clients
• Secure Office management

Data capturing

• Load all ad-hoc service requests 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
• Scan and send daily paperwork from collections to the Data department

Consumables/PPE/Signage stock management

• Ensure effective communication with suppliers and that orders are filled and delivered timeously
• Responsible for stock level management, record keeping, replenishment orders of consumables, PPE and all site equipment
• Monthly stock takes to ensure correct stock available - to be done with Operations Manager to ensure correctness
• Weekly reconciliation to be done to ensure that Managers are handing out their consumables and equipment and their inventories are managed well. (Checking of inventories vs what was received and handed to sites)

New site starts ups

• Create a folder and load site details
• Order new equipment and arrange delivery to sites as per signed site costing, in communication with the Operations Manager and Contract Manager
• Arrange schedule general waste collections for new sites with Service Providers and communicate to Contract Manager
• Arrange for signage, consumables and any extras per client request to be ready and delivered to site by starting date, in communication with Contract Manager
• SHEQ: Communicate with SHEQ Officer as necessary

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 Manager and Contract Managers as requested within the Operations department

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 driver’s license and own reliable transport preferred
• Must be well presented and professional