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

Administrative responsibilities

• File all material collections slips received from sites
• 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

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

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 Administration Manager, Operations Manager and Contract 
• Managers as requested within the operations department

General assistance 

• Provide general assistance to Administration Manager, 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