Project Operations Administrator (Engineering). R market related. East Rand

DESCRIPTION OF THE COMPANY

Our client is a progressive weighing and control engineering company situated in Ekurhuleni. The company culture represents a busy, customer centric, collaborative, engaging work environment where integrity, passion and commitment are valued. Staff here want more than a pay-cheque, they seek to achieve personal success as well as the success of the overall company, the idea of teamwork and unity are central to many employees working at the company resulting in a family-like workplace  that is built on respect, common goals and communication. Managers are proactive and work with staff to ensure objectives of the company is achieved.

Working hours are 8am to 4 pm, Monday to Thursday and 2pm of Fridays.

 REQUIREMENTS:

Suitable applicants are expected to have the following:

• Mature, Afrikaans speaking female with strong ability to multitask
• Must have a valid Matric qualification and administrative which will be verified
• Must have 5-10 years Project Administration and office support experience in an engineering environment
• Must have quoting and costing experience.
• Must have strong skills in Office support, Project engineering admin, workshop and technical support and administration, Debtors and creditors, stock control, procurement, health and safety administration as well as company fleet administration
• Must have client and supplier liaison experience.
• Must have a strong understanding and work experience on PO’s, purchase requisitions, timesheets, spreadsheets, order management, job cards, engineering document management and certificates, variation orders safety file management, PPE’s, stock recons
• Knowledge of engineering services, calibration and breakdowns as well as proof reading technical drawings and revision will secure
• Must be computer literate in Microsoft office.
• Must be able to communicate professionally verbally and in writing.
• Must be able to work under pressure, meet required deadlines, be accountable, pro-active, quick, efficient and work smarter.
• SA Citizens only.

DUTIES:  

The selected incumbent will be expected to carry out the following tasks with absolute precision and care:

OFFICE SUPPORT

• Taking calls, putting calls through, taking messages correctly and passing messages through correctly and on time.
• Keeping an eye on stationary, issuing stationary and ensuring we have enough stock of what is required.
• Ensuring attendance register and vehicle logbook have enough pages for months in advance.
• Filing weekly, Job cards, projects, safety, time sheets, open new files etc.
• Filing of job cards are only to be done once jobs are completed and out of the open orders list.
• Making new files for departments when needed i.e. payments, supply invoices, project files, drawings, or site files etc.
• Assisting with Debtors and Creditors twice a month.
• Assisting with travel arrangements and booking arrangements.
• Filing out credit application forms.
• Obtaining trade references on credit applications.
• Scan delivery notes and send to accounts to process as soon as possible.
• EFT requisitions completed for payments to be done i.e. accommodations etc.
• Update the white board as often as possible.
• Make files when needed.
• Any other required administrative duty that the company requires to be done, which includes full administrative function/duties.
• Scheduling technical teams for their breakdowns, services, and projects, ensuring that time sheets are submitted and signed by client daily.
• Checking that delivery notes are received daily, correctly completed, and filed in relevant file for tracking and invoicing purposes.
• DC Sticker labels for instruments, stock and calibration checks to be ordered in advance with supplier.
• Updating daily timesheets for projects and services on excel, keeping track of time and updating management on relevant project by each Friday weekly

HEALTH & SAFETY SUPPORT AND ADMINISTRATION

• Assisting with Safety Files for work to be done on client sites - as per client requirements.
• Arranging full medicals for staff for safety requirements annually.
• Ensuring that company own Master Safety file is up to date according to legislation.
• Ensuring that Vehicle Safety Files are up to date annually.
• Annually check technical team PPE, see what is required and ordering accordingly.
• Ensuring Technical team have enough PPE and spare at any given time.
• Ensuring that workshop washes dirty PPE and that it is kept in relevant PPE Safety boxes.
• Arranging fire extinguishers annually to be checked for office and vehicles.
• Ensuring vehicles have updated fire extinguishers and doing spot checks to see if not taken.
• Obtaining various quotes on PPE and placing orders as per the relevant ordering procedure.

OPERATIONS & TECHNICAL SUPPORT AND ADMINISTRATION

• Quotations and costing’s of services, calibrations, and breakdowns.
• Allocating S numbers to quotes on spreadsheet and updating spreadsheet accordingly.
• Following up on quotations and breakdowns sent on a weekly basis regarding PO’s required and services offered.
• Acknowledging client PO’s sent and following the process to ensure it matches quote, that information is correct on PO and if not, to advise client to change.
• Updating open orders immediately after receiving client P.O. accordingly.
• Sending relevant PO paperwork to accounts to process immediately/as soon as possible.
• If there is no quote on file for PO sent, LDJ to request quote from sales to verify PO before submitting to accounts.
• Sending confirmation meeting request to clients and DC Team on confirmed work relevant to PO with relevant information listed on the meeting request.
• Purchase requisitions being on top of local suppliers regularly.
• Sending out Open Orders, Calibrations dates daily to DC group first thing in the mornings.
• Updating clients on the status of their orders on a weekly basis and updating open orders on last communication info.
• Arranging and co-ordinating for orders to be collected or delivered from suppliers and/ clients and liaising/updating with relevant parties involved on a regular basis, getting P.O. updates on certain orders i.e. office equipment/stock, some clients, and on projects
• Help technical on their Purchase Requisition and follow up with supplier on this.
• Keeping relevant parties updated on orders and ensuring process is completed and acknowledged.
• Dealing with courier companies.
• Assisting with Stock Control.
• Assisting with procurement of stock and orders from local suppliers.
• Opening job cards for technical and services, communicating to relevant parties that job cards have been opened, and that the relevant signatures are captured on the job cards.
• Management to sign and check the job cards before it is handed over to finance/accounts.
• Keeping track of ALL Variation Orders, ensuring that quoting is done and PO’s are received.
• Variation Orders to be filed in the file to keep track of what to be done and to quote.
• Technical drawings – to check that the Lower Case and Upper case is neat, that all fonts and size blocks are the same size.
• If drawings are going out for client approval, need to check that the revision is correct i.e.
• As build, information purposes, for approval or construction and send out to client with relevant document transmittal.
• If drawings not correct, Technical to rectify.
• Coming up with solutions relevant to the job.
• Communicating with clients and suppliers telephonically and ensuring communication is confirmed in writing immediately for record purposes on an email.
• Ensuring technical are updating own calibrations certificate files and spot checking.
• Ensuring that calibration certificates are sent to clients, updated on calendar for when due next as a reminder, and following up a month later with client.
• Ensuring that calibration certificates – service, document transmittals – project related,Magnet Certificates – service are saved correctly on the server and that it is followed up with clients accordingly relevant to project and ensuring that technical are doing what is expected of them.
• Shipment, ensuring list of clients are sent to management the week before on a Friday confirming who will be to collect, deliver or courier.
• Shipment - email client’s same week with a courtesy / follow up / update mail as following up if all in order etc.
• Updating the follow up spreadsheet, accordingly, using as a checklist.
• Updating DC team on who is on standby weekly and updating standby lists accordingly.
• Obtaining overtime from technical teams, ensuring it balances out to client signed time sheets and given to management for payment. This is not for admin to complete the overtime paperwork but to ensure that the technical teams complete the documents correctly before giving to salaries for capturing.
• Ensuring that all relevant information is given from Techs for breakdowns and quoted accordingly to client submitting signed copy of timesheet for work done.
• Reading or taking instructions more effectively and following through correctly on what is required of the instruction.

WORKSHOP SUPPORT AND ADMINISTRATION

• Ensuring that workshop is arranging the necessary tools for jobs are ready for jobs and relevant consumables the day before the job is carried out daily.
• Ensuring that tool check lists are up to date on a monthly basis, from site and office, and that workshop cleans tools daily from returning from site.
• Tool lists done for tool stock takes to be done monthly, updated signed list to be sent to management on the last day of the month monthly.
• Ensuring workshop are checking/inspecting calibration toolboxes weekly, confirmation email to be sent out to management by each Friday on update and progress.
• Conducting recons of items leaving office for projects, paperwork being kept in relevant place correctly and updated on excel for control keeping and updating management on last Friday of each month.
• Ensuring team plans technical items and tools in advance, confirms and informs workshop to get it ready for them the day before the job is carried out and planned in advance, unless it is a breakdown.
• Shipment arrivals or stock once checked and signed, to get workshop to pack. If not available, sometimes pack them.
• Arranging packing lists and labels in advance to be placed on boxes going out to clients.
• Advising workshop to get quotes for stock and to compare and placing orders once approved.
• Getting quotes on consumables when needed i.e. cutting disks, tapes, grinding disks etc.
• Electrical obtain their own quotes.
• Technical and workshop are to advice in advance relevant paperwork needed to print in advance ie. Instrument brightness document.

CLEANING LADY / SWEAPSOUTH SUPERVISION

• Ensuring that the cleaner arrives to work on time and leaves on time.
• Ensuring that the cleaner does duties according to job description given.
• Checking up on cleaning ensuring it is to company standards.
• Rating cleaner end of each shift based on daily performance once confirmed with management.
• Ensuring company is being billed correctly for times allocated and booked for cleaner.
• Cancelling bookings in advance if bookings fall on public holiday or company is closed for festive season etc.
• Ensuring company is not being billed if cleaner is not at work.

COMPANY VEHICLES FLEET ADMINISTRATION

• Ensuring that in advance, vehicles licence registration expected to expire are planned in advance in obtaining the relevant paperwork for payment and re-issuing of vehicle licences.
• All fines to be verified with vehicle logbook and relevant tech to pay for fine.
• Vehicle logbook to be checked weekly if all are singing in and out, if not been done, to advise management of the problems.
• Keeping track of vehicle mileages monthly, arranging service of vehicles in advance based on mileage.
• Obtaining all petrol slips from techs and a recon done before handed over to accounts.
• Making sure company vehicle file is up to date with relevant updated paperwork.
• Arranging when vehicles are due for services in advance and communicating to all relevant parties to plan around vehicles that are available.

APPLYING FOR THE POSITION:

For more information contact Candace on 071-718-665. To apply please email a comprehensive CV which provides a full description of your duties and reasons for leaving listed to candace@omnistaff.co.za. Upon application kindly provide a clear head and shoulder photograph. Should you be shortlisted for consideration of the next phase you will be required to submit a copy of your last payslip, copy of ID and all qualification certificates with you application for employment form.

If you have not received a call from our consultants after 2 weeks of your application, please consider your application unsuccessful.

Thank you for your interest in the position