Mining Administrator - Witbank at Gilbarco Veeder Root

PURPOSE OF POSITION

Responsible for timeous and accurate processing of customer billing, Accounts Receivable and Open Deliveries including processing of job cards and maintaining financial controls to achieve set working capital targets

KEY RESPONSIBILITIES

• Quote generation and submission
• Maintenance task files consolidation from various mines into one analysed file.
• Consolidation of overtime report
• Management of out of contract billing and funnel management from quotes.
• Regularly visits to key customers and build relationships to ensure the invoices are processed and paid in a timely manner
• Resolving customer queries in a timely and professional manner
• Clearing open job cards/outstanding orders daily and weekly to ensure timely invoicing to customers
• Open Delivery management to acceptable limits
• AR kept at 10% of total book
• Invoice submission to mining houses through various channels including online
• Invoice sign offs tracking and resolution

DELEGATION OF AUTHORITY

• As per Board-approved DOA and as necessary for functions outside the DOA
• As delegated by the Managing Director, when necessary

POSITION RELATIONSHIPS

Internal          

• Finance billing team
• Technicians 
• Site managers  

External

• Suppliers
• Customers

MEASURES OF PERFORMANCE (INDICATORS)

Leading 

• Outstanding Job cards >7 days to be escalated to Technicians
• Outstanding Job cards >14 days to be escalated to Site Manager
• Daily follow ups on paperwork to contractors and Technicians before close off business

Lagging 

• 95% of jobs cards submitted, accurately and billed within 48hrs of receipt time
• 98% of all maintenance task captured and reported on monthly
• 95% OTD on quotes to clients
• 98% of all invoices OTD to mines to keep Open deliveries low
• AR kept at below 10% of total book across all mines

PERSONAL QUALIFICATIONS & EXPERIENCE

Education/achievements   

• Grade 12 Certificate or NQF 4
• Advanced Computer Literacy Certificate
• Relevant Post-Matric Qualification in accounting
• Creditor and billing accreditation

Experience/Knowledge        

• 3 -5 years’ administration experience,
• Good communication skills and interpersonal relations,
• Reliable with good ethical conduct
• Accuracy             
• Ability to communicate in two of the provincial languages,
• SAP Business 1 experience (advantage)

Specific Skills

• Customer Service Orientated,
• Advanced skills in the following software packages is essential: PowerPoint, MS Excel and MS Word
• Must be able to multi task and work under pressure to meet specific timelines.
• SAP is a requirement

Potential Skills 

• Has to be agile to work in various departments with various teams
• Operations and Finance            

ROLE SPECIFIC COMPETENCIES & BEHAVIOURS

Competency      

Utilises Critical Thinking

• Positively copes with change; applies knowledge and skills effectively in new environments.
• Motivated by the challenge of new work; comfortable with ambiguity; proactively seeks answers.
• Quickly learns when faced with new challenges and strives to enhance his/ her knowledge and skills.
• Applies past learning to solve current problems

Listens & Responds to Customers’ Needs             

• Demonstrates deep understanding of customer expectations and end user needs.
• Dedicated to exceeding customer expectations.
• Uses unfiltered customer feedback to make improvements in process, products and services.
• Is committed to excellence and understands how daily work impacts the customer.

Drives for results             

• Consistently drives high quality, on-time results.
• Demonstrates the sense of urgency and the flexibility needed to achieve results; immediate impact.
• Organizes and prioritizes to drive results.