Operations Administrator - Cape Town at VHRS

Role summary:

• We are seeking a meticulous and driven Operations Administrator to join our team. The ideal candidate will play a key role in improving the timely execution of operations projects and ensuring our key performance indicators (KPIs) and service level agreements (SLAs) are consistently achieved.

The successful candidate will be:

• Accountable and detail-oriented: You will ensure that processes and procedures are followed with precision, helping the team meet deadlines and hit targets.
• A strategic thinker: You will approach challenges with logical and clear thinking, ensuring issues are resolved efficiently and effectively.
• Proactive and adaptable: You thrive under pressure, are quick to take initiative, and are eager to contribute to the minimization of non-picks, ultimately enhancing customer satisfaction.
• A team player: Collaboration is key, and you’ll work closely with team members and remote teams to drive success across projects.
• Keen to learn: You will receive training to acquire in-depth system and product knowledge, empowering you to contribute to ongoing process improvements.
• Results-oriented: You’re focused on achieving measurable success and are motivated by seeing your work contribute to the overall goals of the team.

RESPONSIBILITIES:

• Project Coordination: Coordinate and manage projects from start to finish, ensuring timely completion and alignment with project objectives.
• Task Assignment & Monitoring: Assign tasks to team members, track progress, and ensure all deadlines are met.
• Issue Resolution & Escalation: Resolve any arising problems or complaints quickly, escalating to management when necessary.
• Cost & Productivity Targets: Meet cost, productivity, accuracy, and timeline targets while maintaining high standards.
• Metrics & Performance Analysis: Maintain performance metrics and analyze data to assess project outcomes, implement improvements, and drive operational efficiency.
• Remote Team Collaboration: Work closely with remote teams to manage project assignments and ensure task deadlines are met.
• Weekly Reporting: Provide regular weekly reports to the Team Lead and Department Manager on project progress and performance.
• Standard Operating Procedures: Follow established SOPs, accurately log and update tasks and projects using the CRM system.
• Monthly KPI Reporting: Present monthly KPI reports on project performance, highlighting key metrics and improvement areas.
• General Duties: Undertake any additional duties assigned by your manager, consistent with your expertise and skills.
• Daily Reporting & Solutions: Compile daily reports, implement solutions, and proactively mitigate challenges. Escalate roadblocks to ensure timely resolution.
• Meeting Administration: Scheduling and organizing project meetings, preparing agendas, taking minutes, and ensuring follow-up on action items.

REQUIREMENTS:

• Proficient in working with clients, clearing agents, and importers to streamline customs clearance processes.
• Strong organizational skills to manage multiple tasks, schedules, and resources effectively.
• Excellent communication skills (both verbal and written) for interacting with team members, managers, and external stakeholders.
• Proven problem-solving abilities to identify, address, and resolve operational challenges.
• Strong analytical skills to assess data, track KPIs, and make data-driven decisions.
• High attention to detail and ability to maintain data integrity.
• Ability to prioritize tasks, manage time effectively, and handle multiple projects simultaneously.
• Adaptability to changing circumstances and the ability to handle unexpected challenges.
• Strong team collaboration and leadership skills to manage projects and ensure team success.
• Driven, self-motivated, and able to work independently with minimal supervision.
• Outcomes-focused and committed to delivering high-quality results.
• Become a mindful ambassador for Tagmarshal’s world-class brand and culture.

RELEVANT EDUCATION AND EXPERIENCE:

Required:

• Minimum of 2 years’ experience in project management.

Advantageous:

• High school diploma, Graduate studies, or equivalent.
• Experience working with remote teams.
• Experience with maintaining Project Management documentation/Systems.