Factory Administrator - Bluff at AVI Limited

Job Specification:

Key Performance Areas:

Coordinate travel and accommodation for Ops Exec and HOD’s:

• Coordinate and manage Domestic and International travel arrangements for Ops Exec, HODs, employees, and visitors (flights, accommodation, car hire, and forex for International trips
• Adhere to the "reasonable/cheaper travel pricing" rule
• Ensure travel & accommodation arrangements for international and local delegates and visitors are managed and organized prior to the date of travel
• Coordinate the traveling and accommodation costs according to budget

Administer expense claims of Ops Exec and HOD's:

• Capture expense claims, (including study loans) timeously on the AVI Web App for authorization and payment;
• Reconcile receipts and statements with expense claims, before submission
• Ensure that the claims procedure is followed
• Capture training expenses
• Resolve any queries on Purchase Orders vs Invoices
• Resolve queries on expense claims, working with the Site and the FSS team

Manage general office administration:

• Management of the Operations Executives' diary and appointments
• Coordinate the scheduling of boardrooms and meetings for NBL and site management
• Arrange quarterly Town Halls and monthly C Band meetings                              
• Arrange catering according to meeting requirements
• Coordinate the Ops Review meeting arrangements such as catering, clean garments, meals, the boardroom is clean, and office bar fridge has enough beverages
• Prepare the presentation slides for the Operations Executive and other HODs for Monthly Ops Review meetings and any other ad-hoc meetings
• Coordinate the daily activities of the admin cleaners and driver
• Complete job cards on Shopware /log calls to Engineering /Asset care
• Send and receive all courier documentation and parcels
• Collate and combine site weekly performance figures and send reports to Ops Executive
• Update factory planner schedule on a daily basis
• Liaise and manage relations between the Site and NBL Head Office
• Co-ordinate Site visits and factory tours for Internal and External visitors
• Daily collation and recording of factory results and numbers
• Manage Monthly cut-offs and recons
• Receptionist

Manage General Administration for Human Resources:

• Attend and participate in Full Circle Meetings and give information to be distributed on the notice board
• Order stationery, beverages, and cutlery and update the internal telephone list       

Manage administration of site initiatives:

• Co-ordinate factory visitors and hampers for visitors if required
• Organize Farewell and Year-End functions
• Log calls to IT regarding HR Input related queries
• Communicate messages on the PA system when required
• Administrate the Team of the Month incentive scheme
• Co-ordinate any Site CSI initiatives
• Coordinate all meetings and functions, both on and off-site (venue, refreshments, catering, equipment, awards & certificates etc.)
• Taking minutes in meetings and typing the same

Minimum Requirements:

Experience:                                                                   

• 3 – 5 years of relevant administrative experience
• Experience within an FMCG and Manufacturing Environment, working with Executives and a Senior Management Team

Qualifications:

• Grade 12
• Secretarial Diploma or equivalent

Additional Requirements:

• Advanced MS Office Skills
• SAP Experience
• Manage multiple activities
• Factory Performance and Indicators
• Shopware

Competencies:

• Documenting Facts
• Attention to detail
• Articulating information
• Staying composed
• Planning and organizing
• Maintaining productivity
• Meeting deadlines
• Building relationships