Ops Co-ordinator (Fixed Term Contract) - Ottery Trade Express at The Heineken Company

Key Responsibilities:

• Co-ordinate the daily administration function within the Trade Express. 
• Assist and support managers with Purchase requisitions, the goods receipt process, purchase orders and all procurement related admin (SAP and COUPA)
• Manage petty cash in accordance with policy and procedure.
• Ensure that the ISO 9001:2015 documentation is maintained and applied. Coordinate DC ISO audits and changes to documentation.
• Assist with preparing budgets and forecasts, including the monthly co-ordination of OPEX spends and variance analysis in terms of guidelines and assumptions.
• Ensure that monthly spending as per cost center and cost element are allocated correctly and are expensed as per the budgeted flexing.
• Co-ordinate the monthly variance reporting after obtaining and evaluating the reasons for variances.
• Ensure that distribution cents per liter cost is contained through continual investigation and improvement of asset utilization.
• Perform Trade Express capex and abnormal maintenance function.
• Verify assets in the Trade Express on a regular basis.
• Prepare and Inform Regional Head office of the scrapping and selling of assets and manage the tender process for such assets
• Ensure all monthly meetings (incl. H&S meetings) are held and that the minutes of the meetings are prepared.
• Effectively co-ordinate the monthly internal audit function for the Trade Express.
• Ensure that the Internal Control Checks (ICC) are performed on a monthly basis by the relevant controllers.
• Apply scores as per the matrix to all modules.
• Administer Customs and Excise Accounts (Where applicable)
• Assist in monthly stock takes and ICC’s as and when needed.
• Improve business processes to ensure achievements of Business Objectives.   
• Ensure that distribution cents per liter cost is contained through continual investigation and improvement of asset utilization.
• Follow the organization's policies and procedures and identify opportunities for continuous improvement.

Inventory Planning 

• Plan, create Physical Inventory Documents for monthly stock counts  
• Liaise with planning to resolve stock issues  
• Reduce write-offs and losses to a minimum. 
• Ensure optimal stock availability and stock rotation 
• Plan correct storage location for products
• Regular review of warehouse layout 
• Evaluate and maintain stock loss control procedures on an on-going basis (incl breakages). 

Risk Control 

• Manage stock movements and documentation in accordance with the ICC and Internal/External Audit controls. 
• Evaluate and maintain stock loss control procedures on an on-going basis (incl breakages). 
• Ensure that stacking heights are maintained. 
• Risk Audits Conducted

Quality Control 

• Ensure routine Quality Control inspections in Distribution Centre. 
• Ensure quality control checks on receipt of stock and before despatch of stock 
• Ensure FIFO principle is applied to stock movements by printing bin pulling sheets for warehouse 
• Adherence to stock age policy, ensure that all concessions are raised and approved 
• Adherence to product recall policy 
• Frozen stock must be physically isolated on floor and moved to the blocked stock zone on SAP to stop orders from being placed against stock and to reflect the correct days of cover 
• Monitor outer packaging quality 
• Quality Audits Conducted 
• Administer the execution of the product recall process at site level 

Job Requirements:

• Minimum Grade 12 (Matric) Qualification.
• A relevant Diploma or Certificate in Administration or Finance will be an advantage.
• Minimum of 6 Months relevant experience in FMCG Logistics / Distribution Environment.
• Proficient in MS Office, SAP, Strato, Success Factors experience beneficial.
• The ability to work under pressure and meet tight deadlines.
• Experience meeting tight deadlines. 
• Excellent communication skills (both written and oral) and sound presentation skills  
• The ability to work after hours and / or shifts if necessary.