DEPOT OPERATIONS COORDINATOR
Profil der Bewerberin/des Bewerbers
- Office Administration Qualification or similar
- Excellent Knowledge of SAP
- A minimum of 3 years working experiencing in administration field/Office Administration Intermediate to advanced level micro-soft office proficiency
- Experience in the Operational field (advantage)
Other:
- Experience in producing and submitting quality reports as required.
- Strong verbal and non-verbal communication skills
- Strong problem solving, planning, organising and decision-making skills.
- Eye for detail
- Good telephone manner
- High personal INTEGRITY and trustworthiness and reliability
Aktivitäten
Health,Safety, environment and quality :
- Be part of the daily, weekly and monthly Safety meetings.
- Report near misses.
- Manage systems/procedures, incidents reporting to company policies and relevant regulations.
- Adhere to all health and safety regulations.
- Assist with upholding the ONE Maestro Integrated system with the Depot Operations Manager
Administration:
Daily:
- Process E-Proc Orders & Receipts
- Communications channel to all depots and consolidated information
- Filing of relevant documentation
- Consolidate Operations information and distribute as required.
- Assist with Travel bookings if required.
- Uphold Overtime spreadsheet with contractor invoices (Actual payment to staff vs payment to service provider)
- Draw daily bank statements for Finance.
- Draw bank statements for depots, verify and process petty cash claims
Weekly:
- Uphold production reports for depots and submit to management weekly and monthly.
- Verify and submit contract workers timesheets.
- Verify timesheets before processing invoices.
- Confirm Biometric time on system.
Monthly:
- Verify and submit depot staff monthly expense claims.
- Verify and submit monthly overtime.
- Verify leave applications with human resources.
- Liaise with depots re excessive leave days.
- Uphold depot staff list.
- Verify depot Petty cash for month end.
- Conduct monthly ECO time audits and verify clock ins.
- Systematically save all records/reports as required under the correct folders on the H:drive – follow up on records/reports still outstanding
Annual:
- Uphold spreadsheet with Flammable liquid licences for all depots (reminders and copies on file)
- Create and consolidate annual leave plan for all depots.
- Ensure all open orders are closed before year end.
Reporting:
- Compile order vs deliveries KPI (monthly)
- Compile Monthly Depot Sales KPI report.
Other:
- Attend on – going training and develop relevant knowledge and personal skills as provided by the company.
- Taking minutes during meetings as per request
- Assist, Process and book travel request for Operations and HSEQ staff
- Assist with Gap Analysis of Procedures and Procedure review.
- Process Deficits in the absence of the Head Office Stock controller
- Any other activity instructed to perform.
Kontext & Umgebung
Zusätzliche Informationen
The incumbent reports to the Depot Operations Manager and is responsible for coordinating and managing all administrative and secretarial duties for the department- ensure overall satisfaction at all times.
Give your best to better energy and make the commitment with Total. With over 500-plus professions in 130 countries, we offer high safety and environmental standards, strong ethical values, an innovation culture and wide-ranging career development.
Be part of the global team whose mission is already shared by 100,000 employees: to make energy better each and every day.
