Administrative Specialist, Operations

Ithemba Recruitment- Sourcing Top Talent; Germiston; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A recruitment agency in Germiston is seeking an Administrative Specialist to support site operations in purchasing, invoice management, and financial reporting. The ideal candidate should have an ABET Level 4 qualification, at least 3 years of experience in financial analysis, and be proficient in various MS Office tools, including SAP. The role involves ensuring compliance, maintaining records, and preparing financial reports for the branch manager. This is a critical position requiring excellent communication and conflict management skills.

Qualifications

• Min of ABET Level 4 Literacy and Numeracy or equivalent test.
• Minimum of 3 years experience in financial analysis and budgets.
• Experience in communication and conflict management is advantageous.

Responsibilities

• Support site operations with purchasing and invoice management.
• Monitor compliance and maintain accurate purchasing records.
• Perform financial reporting and prepare performance reports.

Skills

Financial analysis

Communication skills

Conflict management

Computer literacy

Education

Finance/ Accounting / Business management Certificate or Diploma

Tools

SAP

Webcost

IC S

MS Word

Excel

PowerPoint

Outlook

Job description

About the job Administrative Specialist, Operations

Key purpose:

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated record of assets, controlling the debtor's book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager. As well as: Financial reporting KPI & SLA reporting.

Duties and responsibilities:

• Purchasing compliance Ordering management ensure 3x quotes are received from different suppliers All quotes are signed off before the order is placed.
• Purchase order tracker to updated as orders are placed, and goods received.
• Distributions of stationary / hardware / packaging materials, etc., to Ops Control & distribution of PPE Timesheet / Labour Invoices Timeous submission of timesheets to Labour Broker / Payroll Ensure weekly invoices are received from Labour Broker on time If not received, follow up with Labour Broker & escalate to Admin Manager where necessary Raise all anomalies raised by administrator
  with Branch Manager / Labour Broker Get sign off from Branch Managers Asset Procurement Monthly review of asset register.
• Verify/sign off on all new assets loaded monthly Conduct quarterly audits Reportback to Admin Manager on asset audit findings and status Invoicing Update invoicing schedules on IC Smonthly Raise invoices on time and first time right
• Ensure all supporting documentation uploaded on Debtors Invoicing System
• Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
  
• Update Invoicing system with SAP invoice numbers Web cost Review all coding and ensure first time right
• Adhere to web cost timelines Review Web query report weekly and action queries Raise Web query timeously where necessary
• Follow up on credit notes / invoices etc from suppliers Escalate any supplier concerns to Admin manager
• DSO Management Review DSO Report and follow up on outstanding balances Build a relationship with relevant clients accounts payable Give feedback to Supervisor on all debtor's overdue debtors.
• Email invoices and statements to client on workday 1 or as soon as the invoice is generated on SAP.
• Financial Reporting/Analysis Ensure all financial reports are reviewed, investigated and signed off by the branch manager
• Report all anomalies to Supervisor Respond to P&L queries timeously and investigate whereneccesary
• Review P&Ls and submit journals to Shared Services Review P&Ls with branch manager monthly on workday 3 Prepare SKF reporting and ensure sign off is done by branch manager monthly
• Collate & present monthly financial performance report on operations.
• Liaise with Branch Manager on Manning, Equipment & other high costs monthly KPI Reporting
• Confirm with branch manager what the SLA KPI's are Ensure these are managed at branch level Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager Branch Support Support Branch Managers with all finance and administrative requirements.

Qualifications and experience:

• Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test
• Advantageous - Finance/ Accounting / Business management Certificate or Diploma
• Intermediate computer literacy level in MS Word, Excel, PowerPoint and Outlook
• Experience advantageous in Webcost, SAP, IC S
• Minimum of 3 years experience in sound financial analysis and budgets, contract management and service level agreements
• Minimum of 1 years experience in Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people both internal and external and Supporting and Co-operating including working well with people and adhering to principles and values