2x Operations Administrators

Main Purpose of the Job
The Operations Administrator provides administrative and operational support to Procurement, Planning, Stores, Production and Repairs. The role ensures accurate processing of transactions in Syspro, maintains operational records and inventory data, coordinates purchasing and administrative activities, prepares reports and supports compliance with company procedures to ensure efficient departmental operations.

Education, experience and competencies

• Grade 12 (Matric)
• Diploma in Procurement, Supply Chain Management, Business Administration, Logistics, Warehousing, Inventory Administration or related
• Minimum three (3) years' experience within an operations administration, procurement, production, warehouse or manufacturing environment
• Experience working on ERP systems (Syspro preferred)
• Experience in inventory administration and stock control
• Experience compiling operational reports and analysing data
• Experience supporting procurement and production functions

Responsibilities

• Capture daily MDWT control sheets.
• Process manual issues and production job receipts on Syspro.
• Assist with Cap Lamp serial number capturing.
• Provide production administrative support.
• Prepare production reports and meeting documentation.
• Maintain accurate production records.
• Process inter-branch transfers (SCT/IWT) and stock adjustments (IPR).
• Process branch SLA stock issues.
• Assist with cycle counts and annual stocktakes.
• Investigate stock discrepancies.
• Maintain accurate inventory and stores records.
• Provide warehouse administrative support.
• Prepare stores reports and meeting documentation.
• Receive and verify repair job cards and units.
• Generate Syspro RMAs, Sales Orders and Repair Jobs.
• Process repair stock issues and time allocations on Syspro.
• Calculate repair costs and generate quotations in line with company policy.
• Distribute quotations and follow up on outstanding customer purchase orders.
• Coordinate invoicing and delivery upon receipt of purchase orders.
• Assist with customer repair and warranty queries.
• Monitor repair stock requirements and coordinate replenishment.
• Conduct stock counts and investigate discrepancies.
• Liaise with branches regarding repair schedules.
• Maintain accurate repair records and documentation.
• Prepare repair reports and meeting documentation.
• Prepare and maintain operational reports.
• Attend relevant meetings.
• Escalate unresolved issues.
• Perform reasonable ad hoc duties.
• Maintain professional stakeholder relationships.
• Maintain electronic and physical filing systems.
• Ensure accurate filing and document version control.
• Archive and retrieve operational records.
• Support audit requirements.
• Ensure compliance with ISO and document retention requirements.
• Identify and recommend process improvements.
• Streamline and automate administrative processes.
• Improve reporting templates and systems.
• Assist with system enhancements and improvement projects.
• Standardise operational documentation.
• Support digital transformation initiatives.
• Comply with company policies and procedures.
• Adhere to SHEQ and ISO requirements.
• Maintain confidentiality of company information.
• Participate in internal and external audits.
• Complete mandatory training.
• Report non-conformances.
• Promote a safe working environment.