Open Positions at Epiroc

Mission:

• This position is responsible for order handling, administration of export handling and planning for the shipping of spare parts and consumables, thereby maximizing customer satisfaction.
• The work is conducted in teams where every employee is responsible for several different countries.
• The standard work is timed against several daily departures with a clear focus on high quality deliveries in the right time. Indent customer order is executed in cooperation with the customer centre.
• They are the key point of maintaining strong relationships with Customer Centres. Responsibilities includes, but is not limited to, front line support related to customer enquiries and expediting.

Main Duties and Responsibilities:

• Order handling for all orders received from the Customer Centres
• Planning for shipping of spare parts and consumables
• Ensure that internal customers in region are provided with constant feedback on the status of orders placed and enquiries, to feedback to external customers by responding to request on lead time, order status, delivery, availability and, were applicable, parts information and price inquiries
• To work constantly with continuous improvements through 5S
• Verify freight invoices from forwarders o (after LLP is implemented in the region this task is handed over to LLP (TMS))
• Adhere to departmental policies, procedures and processes to ensure compliance to corporate governance requirements and Group Internal Controls. Ensure departmental compliance to Company Policies & Procedures
• Assist in maintenance of central order fulfilment mailbox
• Provide accurate, valid and complete information / analysis by using the right method / tools Meet personal / order fulfilment team KPIS and targets
• Work close with the Order Fulfilment Manager to ensure required service is being delivered
• Assist in investigating issues relating to pricing, deliveries, returns, credits
• Accurate daily filing of customer orders, invoices, acknowledgements and departmental communication
• Assist colleagues in shipment tracking and tracing
• Always Maintain a courteous and professional demeanour and communication with Customer Centres and internal staff
• Participate in employee development programs including product and application training, business and personal development opportunities
• List of specific tasks: o Order handling o Order release and confirmation of Order changes o Order cancellations o Order to delivery issues of Back-order support in collaboration with Inbound replenishment o Order documentation
• Dangerous goods, custom duty export, inspections, restricted parts, certificate etc. o Book shipments to forwarders o Respond to transportation inquiries to Investigate POD Queries and provide POD’s as and when required to Assist colleagues in shipment tracking and tracing o Invoicing to Create invoicing for freight recovery and breakdown charges of Administration Export handling
• Coordinate all imports & exports including clearing instructions to the respective clearing agents
• Secure DC Order Fulfilment Planner to ensure that all documentation is in order prior to shipment
• Work with claims coordinator (non-conformance) on shipping status and resolving any issues that may arise during shipping
• Work with claim coordinator to ensure that all shipments are covered for loss or damage during transit
• Preparing shipping orders or documentation for international or domestic shipments
• Ensuring that all shipments are properly insured and documented for transportation
• Prepare reports on shipment activity and costs
• Perform administrative tasks such as preparing correspondence, maintaining filing systems (Scanco), and ordering supplies
• Additional duties relevant for the function in the region/sub-region/country may occur DC Order Fulfilment receives, and releases orders based on a predetermined schedule tied to when shipping occurs. Attestation should be regulated in Prokura.

Behaviours:

• Excellent interpersonal skills to communicate effectively with internal customers and
• colleagues at all levels
• Ambitious and creative
• Passionate and pays attention to detail
• Flexible, can quickly adapt to changes in plans
• Honourable, acts according to principles and ethics
• Loyal, supportive of our organizations mission and goals
• The ability to work and excel in a high-pressure working environment
• Problem-solving skills
• Empathy, confidence, patience, politeness, tact and diplomacy, when dealing with difficult
• situations
• Positive attitude and willingness to collaborate with all functions for the good of Epiroc
• Business oriented
• Well organized and focused on continuous improvement – there is always a better way!
• Excellent planning and execution capabilities
• Ability to work in a team

Skills, Competence and Experience:

• Knowledge of a ERP systems, preferably M3,
• Proficiency in MS Office
• Understand supply-chain principles
• Minimum 2-3 years of experience of distribution or shipping
• Minimum of 2 years relevant customer service experience
• Experience in working with different tools in an IT-environment
• Experience from distribution or shipping is meritorious
• Good working knowledge in English, both verbally and in writing
• Local language requirements specific for the SCOC where necessary

Education Requirement:

• Grade 12
• A tertiary qualification or studies towards a tertiary qualification will be an advantage

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Purpose

• To ensure consistent availability of raw materials, components and consumables in accordance with the production forecast, and to ensure that these are procured at an acceptable price and quality point.
• The purchasing of non-stock items, equipment and components required for the operation of the factory, as well as all new development components / equipment / materials required by the engineering department.

Qualifications Requirements

• Advanced computer literacy (incl. Excel and Word) essential
• 5 years working experience on computerized MRP (Materials Resource Planning) is essential
• Syspro computer package will be beneficial
• Certificate or National Diploma in Procurement and/or Supply Chain Management

Knowledge & Experience

• 5-10 Years’ experience as a Technical Buyer in a high volume manufacturing environment
• Able to read & understand drawings with knowledge of component specifications
• Good knowledge of accounts payable (creditors) cycle

Competencies- Manage SELF

• Resilience – ability to cope under pressure
• Confidence to question and verify information
• Strong process-orientation and systematic approach
• Customer focus

Competencies- Manager WORK

• Mechanical and technical insight
• Troubleshooting and problem-solving
• Initiative and discretion
• Planning, organizing and monitoring work

Responsibilities

Functions & Tasks

KPI

Procurement

• Placing orders according to finished goods forecast and open order report.  Able to breakdown finished goods to raw materials required.  Maintaining min and max inventory levels on component and stock items. Ensuring timeous expediting and delivery of correct BOM components, while adhering to company stock level policy.
• Forward planning in line with stock levels, supplier lead times and factory manufacturing times.
• Close liaison with receiving to ensure all goods and services are delivered to the correct address ensuring timeous supply.
• Raise all purchase orders for the necessary products to ensure continuous operation of the factory and meeting customer requests.
• Take responsibility for the whole purchase cycle and liaise with all the relevant parties on any potential problems arising with the order. Ensure delivery dates are maintained and accurately reflected on the MRP system.
• Develop credible second suppliers for BOM items.
• Ensure supplier agreements are in place.
• Visit suppliers and attend meetings to evaluate capacity and minimize supply threats.
• Actively perform supplier evaluations and report back to the Dept Manager with solutions for improvement.
• Arrange for goods that have been found to be incorrect or faulty to be replaced.
• Liaise with Accounts payable department to make sure all the relevant documents are in order and the requirements of that department are met to facilitate payments.
• Maintain all necessary documents and audits trails; ensure all documents are appropriately filed.
• Timeous quoting when required.
• Engage with Suppliers, Develop and maintain BBBEE verification, in line with NCM Preferential Procurement policy.
• Research and evaluate areas for opportunity to reduce costs
• Master data management and accuracy on the ERP system.
• Various Procurement reporting and dashboards as required by the Dept Manager.
• Adherence to stock policy and specified lead times.
• Timeous expediting of Supplier outstanding orders.
• Adherence to company procurement policy.
• Daily back order analysis, order and expediting.
• Adherence to Supplier on boarding process and Procurement Policies.
• Monitoring adherence to SLA
• All dealings to be conducted in an honest, ethical and correct procedural manner with suppliers at all times.
• Adherence to supplier performance management process.
• Adherence to QCR process.
• Adherence to company procurement policy

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Purpose of the Job

• The Payroll and HR Administrator needs to ensure that all wage payments are done accurately and on time and to provide administrative support to the HR Department.

Qualification Requirements

• Matric
• A recognized qualification in HR / Personnel Management an advantage.
• Payroll system training certificate (preferably Accsys).

Knowledge & Experience

• Minimum five years’ weekly wage payroll experience.
• Accsys Payroll Package (Preferable).
• MS Office, Excel, PowerPoint and Outlook skills.
• MEIBC Main Agreement knowledge and application.

Competencies

• Resilience – ability to cope under pressure; Customer focus; Working independently.
• Information gathering and sharing; Relationship building.
• Logical thinking; Attention to detail; Numerical calculations.

Roles and responsibilities

• Capture and process weekly wage payrolls x 2 NCM (± 100), IMP (± 700).
• Process and capture earnings and deductions using the Accsys system.
• Review, prepare and process all wage adjustments.
• Calculate and apply all relevant statutory payments and deductions, such as Provident Fund, Sick Pay Fund, UIF etc.
• Respond to and resolve any queries from staff or managers.
• Review all sick notes and leave applications in accordance with regulations and process accordingly.
• Ensure correct use of the time and attendance system and accuracy of timesheets.
• Accurately process and check all timesheets to ensure any corrections are incorporated.
• Ensure that managers authorize all overtime requests that have not been approved.
• Ensure that all month end processes and reconciliations are performed.
• Ensure all third-party payments are prepared and remittances sent through to the relevant parties.
• Maintain all wage employee personal information including updating personnel files.
• Generate relevant system reports, for example wage costs, absenteeism, training etc.
• Prepare all relevant HR documents in liaison with relevant managers.
• Timeously and in accordance with POPI Act requirements respond to all third-party confirmations.
• Interact with HR team and managers to identify and resolve issues as they arise.
• Contribute to HR continuous improvement.
• Consistently share information to ensure that all problems / issues are addressed and resolved.