Administrator

Omnia Pty LTD · Northern Cape

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The purpose of the job is to ensure compliant and accurate administrative support

What You Will Be Responsible For

Invoicing

Create quotations for customer purchase orders
Receives Purchase Requisition from the customers.
Verify information on loading sheets / delivery notes balance
Create sales order on D365 for the delivery to enable Head Office to do the billing of the customer.
Uploading supporting documents for the sales orders
Filing of documents in an organised manner.
Transacting on Third party systems Ariba/Coupa

Procurement

Performing the administration of all purchases made by the operations.
Ensures that the PR is duly authorised, material specifications are correct, cost codes are correct, and that the documentation is otherwise in order. In the event of incorrect cost codes, will make the necessary correction
Enter the order detail on D365 so that a Purchase Order can be generated for suppliers
Ensure that the order is entered on to D365 and monitor the approval thereof.
Ensures that the PR is tied up with the order batch including the quote, printed order, delivery note, invoice, statement.

General Administration

Filing.
Archiving of old documents.
Keeping files up to date and in a neat order.
Performing problem solving duties when customers have queries relating to in-voicing of delivery notes.
Ad-hock tasks requested by managers
Assisting with head office requests on site information required
Assisting with booking of medical and induction training.
Assist with staff contracts / paperwork
Travel and accommodation bookings
create /close WO`s for all fleet related orders

Stock Administration

Receive daily delivery notes from the operations to verify stock transfers from the plants/sites
Reconciliation of stock count figures as required and issue/sold on a weekly /monthly basis
Captures data and reconciles the inbound, outbound, and stock on hand figures to Completes the weekly Inventory Report as well as Variance Report.
Create counting journals on D365
Uploading of counting journals and recons onto SharePoint
Assist with the fault finding when variances occur.
Verify stock status of on-hand stocks and report on information

Training Data Capturing and administrating

Create training schedules
Ensure any completed Training is captured and entered the Training Data Base daily.
Capturing of training results and certificates on CRS
Updates of the Training register.
Updates of the Site Induction.
Assisting with the Training Needs per employee per site for programme purpos-es.
Should there be a requirement that Training reports of the various employees are sent to the relevant site Ops Managers upon request by the same.
Update site specific TNA's
Ad-hock tasks requested

SHEQ Responsibilities