Our company is seeking an administrative assistant within our Distribution GP department.  The position will assist with customer queries, customer assistance, assistance to drivers and assistants on the road, PRP, submit quotes for purchases & general administrative tasks.

Report

• Delivery Note Report

• • Feedback on Open Delivery Note Summary Report
  • Ensure all carry over’s has been actioned correctly
  • Check that nightshift has scanned all the DN’s
  • Investigate Queries that appear on the Open Delivery Note Summary Report

• Action Book Reports

• • Co-ordinate the action book items feedback, update the report daily to the regional staff.
  • Give weekly feedback to National Distribution Manager of those not closing out items.
  • Ensure action book reports are put on notice board daily and staff updated with the items that are closed.

• Nightshift Report
  • Coordinate response from within the distribution department before submitting feedback on the report

• DMS POD VS SAP POD
  • Feedback on D/N’s that as not be scanned but flagged yes on SAP

• WCD Status KZN
  • Feedback on missing WCD or WCD sent to customers to rectify

• KZN Treatment Unscheduled Customers
  • Feedback on unscheduled customers

• Cargoware vs. Reutech Report

• • Feedback on the Cargoware vs. Reutech report with the relevant information from the Transport Arrangements of all missed stops, no waste to collect and Deliveries

• First Auto Report (FA)
  • At the end of the month, the FA report is available.
  • Compare the fuel slips from the Transport Arrangements to the FA Report
  • Ensure that there is a tax invoice for the fuel transaction.
  • Compare odometer readings, date, rand value and liters to the FA report.
  • Place any transactions that do not appear into a spreadsheet and supply this to the Distribution Supervisor to assist him with accruals.
  • Check to see if the previous month’s accruals appear. If they do, place on the same spreadsheet to assist him with accrual reversals.

Counseling, Training & Discipline

• • Ensure that all items under the WCD incorrect scanned Mixed Waste and other distribution items or other issues are handed over to HR or the labour broker for the relevant action and feedback on outstanding items.

Medicals

• Co-ordinate medicals for Compass Distribution staff

PPE

• • Reconcile with the PPE spreadsheet and ensure that the employee requiring new PPE is due for new PPE before the Distribution Supervisor submits the order.
  • Only if the employee is due for new PPE or their reasons are valid then only should an order be placed.
  • Issue PPE as per above and obtain signatures of receipt.

      Gloves and Masks

• A weekly report is to be submitted to the National Distribution Manager to show the number of masks and gloves issued daily.
  • Gloves are issued every 2^nd week and masks daily.

Orders

• Stationery
  • Monthly stationary requirements must be sent to the National Distribution Manager for sign off before ordering
  • Ordering of Toner from Nashua, for the Nashua photocopy machine in the distribution office

• Water
  • Weekly order water for Aquazania
  • Once the water as been delivered, the invoice must be sent to the accounts department

• Groceries
  • Compile monthly ordering of groceries
  • Before ordering approval must be obtained from the National Distribution Manager

Sales & Admin

• Ensure sales and other departments all feedback daily and submit a weekly report of those employees who have not met the deadlines to the National Distribution Manager.

Fines/E-Tolls

• Where the driver receives a fine in his name, a photocopy is to be taken and the fine returned with an instruction to pay by the 5^th of the next month or they will be removed from the vehicle until so done.
• A book is to be kept recording these fines and closing them out
• Monthly feedback is to be given to the National Distribution Manager

Needle Stick Injuries (NSI’s) and Injured on Duty (IOD’s)

• Report and NSI or IOD to the Safety Representative and Clinical Support Specialist.
• Ensure that the affected staff member goes for their follow-up medicals
• Ensure that the relevant documentation is submitted timeously

PDA/ATD

• Assist with PDA’s by requesting the required PDA from either Kelly or CWS HR departments.
• Ensure that the PDA is explained to the employee and signed
• Ensure that the signed document is returned to the relevant department. (Kelly / CWS)

GENERAL

• General Filling for distribution department, ensuring all documents are filed up to date and all files and archive boxes are kept in order for ease of use
• Once an SOP is sent out, print and staple copies to the relevant notice boards
• A notification register must be completed for all SOP’s and staff to read and sign.

Requirments:

• Computer Literacy
• English/Afrikaans read, write
• Basic administration knowledge
• Knowledge of Distribution Operations
• Ability to work under pressure
• Able to make good decisions under pressure.

Contact information

Nicolin