Operations/ LSS Administrator - Pinetown

REPORTS TO: Operations Manager

MAIN PURPOSE OF JOB: To co-ordinate all admin work for the Operations and LSS department within the region

Qualification & Experience

• Matric or equivalent
• Minimum 2 years admin experience in a similar role

Job Requirements & Other Attributes

Knowledge of FADT systems (advantageous)

Computer Literate (IMS Office, Outlook)

Easy Roster

SAP

Capture and roster new employee according to site requirement, Receive paperwork for new employees from HR Officer

Capture all changes of employees onto the Easy Roster system (change of grade, change of site, change of personal information)

Load all new sites and terminate cancelled sites on the Easy Roster system.

Capture all hours worked by security officer (including sick leave, absenteeism and annual leave) onto the Easy Roster system.

Terminate security officers on the Easy Roster system.

Daily ad Hocs

PER 3s loaded when staff members incur fines / damage/lose company property

Terminate sites and remove it from BPSI devices.

Occasionally loading leave forms.

Terminations

Full and finals

Loading warnings as and when received

Booking of ad Hocs once lines were created.

Checking twice daily if all routes have been approved and guards were booked.

• Complete all necessary documentation pertaining to termination of security officer (payroll termination, timesheet and requisition)
• Processing of all purchase orders
• Processing of all invoices
• Working on SAP
• Assist and maintain budgets for operations department.
• Processing of all leave and sick leave for Operations Managers
• Processing of promotions for AR officers
• Capturing of performance bonusses for all AR and Operations managers.
• Renewing of all PSIRA documentation.
• Ordering of all stock required for operations department.
• Ordering of all uniforms and equipment etc.
• Issuing of uniforms and equipment to current and new staff monthly.
• Process capex's for stock / equipment exceeding R1000.
• Send telegrams to security officers on AWOL and as and when required.
• Complete all documentation pertaining to the change of status for security officers and managers (e.g. grade changes, site changes, etc.)
• Processing quotes daily
• Processing requisitions daily
• Following up on outstanding purchase orders / invoices
• Investigating and gathering all info for traffic fines
• Send casual guarding orders when clients request quotes for guards.
• Requesting quotes from suppliers daily, i.e.
• Equipment for sites
• Stationery for sites and office use
• Consumables for sites and office use
• Uniform for guards
• Repairs required at sites
• Tools required for sites
• Safety equipment for sites (fire extinguisher, first aid kits)
• Rentals for sites (scanning devices, toilets, radios, etc.)
• Print and sort pay slips and forward to relevant manager to be distributed to security off
• Receive and process pay queries from security officers through the correct channel.
• Send all signed casual guarding orders to be sent to H/O for invoicing.
• Assist Regional Operations Managers with daily/monthly reports.
• Preparing and issuing uniform to staff members as and when received
• Taking minutes of meetings