Assistant Operations Administrator - Durban, South Africa - Tower Group

    tower group background
    Full time

    Assistant Operations Administrator


    To effectively record and capture the daily operations activities relating to Outsource Overtime Submissions/External Yards Overtime Submission/On Wheels Revenue capturing, including all fuel/toll usage and to ensure that effective administration is conducted, and all information recorded and stored accurately and sent to finance teams within the stipulate timeframe.

    Key Responsibilities:

    • Administration responsibilities and coordination
    • Communicate with Solutions and client management to coordinate overtime schedules for daily and weekend planning.
    • Monthly outsource labour accruals for creditors.
    • Weekly file overtime for debtors.
    • Updating weekly costing file for vacancy replacements.
    • Purchasing minor assets, stationery, and refreshments for VDC1, VDC2, and ACSA Yards.
    • Raising invoices on V-Procure for all Outsources labour, fuel, minor assets, stationery, and refreshments for VDC1, VDC2, and External Yards purchases.
    • Collect, check, confirm outsource sign on sheets daily and weekly.
    • Capture and process outsource hours on company systems and compare hours on billing invoice on a weekly basis.
    • Updating weekly KPI budget for unrecoverable cost.
    • Attending to payment queries for outsource labour.
    • Tracking cost for Convoy moves to Westwood for billing purposes and compiling billing file.
    • Compile weekly revenue reports.
    • Capturing monthly KPIs for management.
    • Create and update databases and records of financial information for the finance department.
    • Submit reports and prepare proposals and presentations when needed.
    • Gather quotes for procurement items for the operations department.
    • Order and control the usage of stationery and refreshments for the department and process orders for payment.
    • Assist with ordering and processing of orders for payment on V-Procure.
    • Submit reports and prepare proposals and presentations when needed.
    • Managing petty cash for all sites.
    • Assist managers and supervisors with any operations and administrative requests.
    • Ensuring all relevant and issued PPE is always worn.
    • Submitting PDI file to finance for invoicing.
    • Perform other duties that may fall outside your current duties that may be required from time-to-time.

    Education and Experience:

    • Diploma/Higher Certificate in Accounting/Finance/Operations.
    • Computer literate in MS Office Applications, V-Motion and SAP.
    • Worked in the logistics/supply chain environment for 3-5 years.


    • Communication
    • Conflict Resolution
    • Dependability
    • Decision-making
    • Job knowledge
    • Planning and Organising
    • Quality and Quantity
    • Teamwork
    • Must be results driven.
    • Must be accurate and have attention to detail.
    • Ability to work under pressure and meet strict deadlines.
    • Must be able to work overtime/weekends and shifts.

    Behavioural skills and abilities

    • Pro-active – Advanced level
    • Communication – Advanced level
    • Interpersonal skills – Advanced level
    • Analytical skills – Advanced level
    • Organisational skills – Advanced level
    • Methodical and Process Orientation – Advanced level
    • Results driven – Advanced level.
    • Work independently – Advanced level.
    • Customer focus – Advanced level