Fresh Roles at WastePlan

Job Summary
Responsible for all transport administration duties. Provide daily, weekly and monthly reports as requested by the Transport Manager.

Responsibilities: 
Administration

• Maintain the cost centre of the vehicles
• Maintain and link assets to correct management account
• Maintain logbooks, records, and monthly kilometers to update the relevant fleet management service providers
• Maintain transport related records: vehicle licenses, driver licenses, traffic fines, timesheets etc.
• Maintain and handle all insurance related documentation, claims and cost distribution on Secure Office
• Process and obtain number plates, driver's licenses, vehicles insurance and roadworthiness certificates
• Processes quotations and invoices for transport supplies
• Create purchase order numbers and send to the relevant suppliers as and when required
• Verify unprocessed PO’s and remove if required
• Maintain asset registers and provide a monthly update to the insurance providers
• Compile traffic fines and prepare deductions
• Process the payment of contractor invoices and monitor the payments thereof
• Ensure that the fuel consumption for the generators and forklifts in / out is recorded in the logbooks

Monthly reports

• Capture the fleet management accounts on Evolution by no later than the 7th of each month
• Capture the fuel consumption on Evolution by no later than the 7th of each month
• Verify monthly costs captured on the transport management accounts
• Update spreadsheet for the Beat Status Report

 Payroll

• Update Secure Office payroll attendance registers, for residential contracts on a daily basis
• Ensure accurate remuneration of all employees at month end
• Send list of overtime to the Transport Manager

Requirements

• Matric (Diploma / Degree will be advantageous)
• Training / experience in logistics and fleet management would be an asset
• Strong database management skills
• Minimum 3 Years’ working experience in a similar role or show significant potential for the position
• Knowledge of Word, Excel, Access and PowerPoint
• Valid drivers’ license and own reliable transport preferable
• Must be well presented, professional and have excellent communication skills

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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