Job Description

Job Summary Main Job Purpose:
The Operations Administrator is responsible for ensuring the smooth operation of administrative tasks within the team. This includes managing various orders, coordinating property management, data capturing, travel arrangements, office supplies, and other key operational duties.
Key Responsibilities:
Capex Orders:

• Load Capex orders on the portal.
• Ensure payments align with the agreed Payment Terms through diligent follow-up.
• Send proof of payment to suppliers and relevant project stakeholders.
• Keep detailed records on the Capex Sheet for monthly payment approvals.

Sundry Orders:

• Record Sundry Orders on the portal.
• Communicate updates or resolve any issues with stores and other relevant parties.

New Vendors:

• Collect and input all necessary information for new vendors into the system.
• Maintain open communication with stores and involved parties regarding updates or issues.

Property Management:

• Maintain up-to-date records for all sites, including lease agreements.
• Plan and manage lease renewals, including tracking option renewal dates and terminations.
• Coordinate utilities for stores and handle related billing matters.

Data Capturing:

• Perform general data capturing tasks as needed.

Travel Management:

• Ensure accuracy and attention to detail when executing travel arrangements.
• Communicate travel arrangements promptly and efficiently.
• Book travel through approved vendors and log these bookings on the portal.

Office Stationery:

• Order office stationery for various departments.
• Manage stock control and ensure efficient ordering processes for all stationery needs.
• Coordinate with the Office Manager for new stationery orders.

Functions/Meetings:

• Organize corporate functions and workshops as required.
• Work with the Office Manager and Department Executive to plan and execute events.

Uniforms:

• Manage uniform orders for each store.
• Oversee the entire ordering process, from placement to system entry.
• Follow up on orders, deposits, and payments to ensure timely and accurate processing.

Staff Contact Details:

• Update and maintain the contact list for GMs, Store Finance, Buying, CRO, CSI, and Store Management.
• Share updated contact lists with Head Office staff as needed.
• Maintain a monthly update of staff birthdays.

Ad Hoc Duties:

• Undertake any additional tasks as assigned by the line manager.
• Report on the progress and completion of ad hoc tasks.

Systems/Software Required:

• Proficiency in Microsoft Suite:

• Excel (Intermediate)
• Word (Intermediate)
• PowerPoint (Intermediate)
• Outlook (Intermediate)

This role is crucial for maintaining the effective operation of the team's various administrative functions, ensuring compliance, and supporting the overall business operations.

• Please do not apply for this position if you do not meet the minimum requirements contained herein as your application will be rejected.

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