POSITION PURPOSE

The Operations Assistant plays a crucial role in ensuring the smooth daily operations of the organization. This position involves providing administrative support, coordinating logistics, managing resources, and facilitating communication between departments. The Operations Assistant will assist in maintaining workflow efficiency by handling tasks such as data entry, scheduling, report generation, and responding to inquiries.


KEY RESPONSIBILITIES:

• Requests for Supplier Quotes (sent to BSA as soon as the quote is received)
• communicate with the supplier to find out about stock; this include getting quotes, checking in on types and models, and requesting for job cards.
• Monthly stock order management, which must be reviewed every month
• On-site maintenance and repairs of equipment
• Creating both PCAs and AAs, and then sending them for approval.
• To support further requests from management
• Liaise with the supplier to ensure waste removal from all sites
• Keeping record of all Sites Equipment register and ensure condition of all equipment is reported monthly.
• To attend to damaged equipment timeously to ensure this does not impact operations.
• Assist in populating payroll information from all sites.
Supplier Costs & Pricing/ Procurement:
• Quote Request Process:
o Initiate quote requests using a standardized email template.
o Track all quote requests in a spreadsheet (i.e supplier quote register).
• Quote Reception:
o Upon receiving a quote, immediately forward to Shilo with relevant details.
o Update the tracking system with the received quote and the date of forwarding.
• Stock Inquiry and POs:
o Regularly communicate with suppliers to inquire about stock availability, models, and job cards.
• Ensure Supplier costs schedules are updated and communicated to the team
• Negiotate pricing with Suppliers.
Monthly Stock Order Management:\
• Inventory Review Process:
o Schedule regular review meetings to assess stock levels.
o Generate a stock order based on the review and historical usage data within the master inventory list.
o Submit the stock order for approval by the 23rd of each month, Once approved track order until delivery.
• Reporting: Maintain stock order log and report monthly on inventory levels and orders.
On-Site Maintenance and Repairs of Equipment:
• Maintenance Schedule:
o Develop a maintenance schedule for all equipment, specifying routine checks and repair tasks.
• Task Assignment:
o Assign maintenance tasks to the relevant personnel and track progress.
• Reporting: Create a maintenance report that logs completed tasks and pending issues.
PCA and AA Creation:
• Documentation Process:
o Follow a template for creating PCAs and AAs.
o Submit the completed documents for approval and keep a record of all submissions.
o Ensure register of all contracts requests are regularly updated.
Support for Management Requests:
• Request Handling Process:
o Use a task management tool to log requests from management.
o Prioritize tasks and ensure timely completion, updating the management team regularly.
Populating Payroll Information:
• Request all Timesheets from all sites:
o Populate hours worked for all sites.
o Clearly outline Overtime/ Nightshift Hours Worked.
o Unpaid Hours
o Ensure all Leave Applications has been submitted on ESS.
o Submit Payslips


SKILLS & EXPERIENCE REQUIRED:
• Experience: 1-3 years of experience in an administrative, operations, or assistant role. Experience in logistics, customer service, or office management is a plus.
• Technical Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and other relevant software. Experience with operations management tools is an advantage.
• Communication: Excellent written and verbal communication skills. Ability to collaborate effectively with internal teams and external partners.
• Organizational Skills: Strong attention to detail with excellent time management and multitasking abilities.
• Problem-Solving: Ability to anticipate and solve operational issues quickly and efficiently.
• Team-Oriented: Ability to work well within a team and contribute to collective goals.


EDUCATION/CERTIFICATION:
Matric


REQUIRED KNOWLEDGE:
Knowledge of basic accounting concepts and procedures.
Knowledge of related computer applications.