PURPOSE OF THE POSITION
To perform all administrative and secretarial duties relating to OLC Energy Services and O&L Nexentury (Procurement, administration of Pool Cars and Office Administration including processing documentation, bookings, receiving guests and prioritizing telephone calls, stationery, and any incidental administration functions).
QUALIFICATIONS & EXPERIENCE
- Diploma in Office Administration with 2-3 years Administration/ Secretarial experience.
- Grade 12 with any relevant 3-4 years working experience would be an advantage.
- Must have Procurement experience and have a good understanding of the Procure to pay process.
- Knowledge of basic admin and accounting concepts and procedures.
- Good understanding of general administration.
- Basic computer literate (SAP, Windows, Excel, PowerPoint).
- A Code BE valid drivers license.
KEY ACCOUNTABILITIES
Optimize procurement expenditure in line with Total Cost of Ownership (TCO)
- Engage with and support operations to optimize TCO.
- Process outstanding orders daily and expedite the processing of orders.
- Negotiate favourable commercial terms and pricing with suppliers whilst maintaining fairness and integrity.
- Complete and maintain purchase order and import documentation according to policies and procedures.
- Prepare and submit required monthly/quarterly reports.
- Provide support with management of material and vendor master data.
- Ensure compliance and adhere to procurement and inventory policies and procedures by creating polices awareness to the end users.
- Interact with all relevant internal & external customers to establish an efficient and cost-effective end to end procurement process.
- Provide continues feedback to internal & external customers on outstanding orders and payments.
Creditor administrative
- Provide input to Management Accounts on Creditors and GL accounts.
- Complete a monthly creditors recon for every supplier, find discrepancies and follow up on outstanding items.
- Receive invoices and match them with the orders by MIRO.
- Follow up on variances between orders and invoices with the relevant suppliers and departments and resolve as necessary.
- File all invoices and cheques according to an internal filling system procedure.
Creditor invoices and payments
- Upload invoice information onto the system and do invoice verification.
- Check that all the invoices are signed off or goods received on SAP by the relevant party.
- Do correct payment to creditors timeously by settling discounts where applicable depending on cash flow and load payments on the online banking platform for release.
- Communicate appropriately with suppliers on payments of goods and services as invoiced and supply them with payment advices.
- Comply with the relevant Accounting policies and procedures when executing duties.
MTC Account of Energy
- Manage applications for new contracts as well as migrations from and to the Opcos.
- Manage contract renewals and terminations.
- Manage invoice files and forward to payroll.
- Manage credit loads for employees that ran out of credit.
- Arrange to set up new devices for employees as required.
Pool Car
- Manage pool car bookings accordingly and arrange pool car maintenance.
- Coordinate billings to respective cost centres.
Handling of claims
- Receive and report customer claims and complaints to SMA and provide feedback to clients.
- Sending out information to clients on SMA stock products (Marketing).
- Compile all customs documentations.
Switchboard answering services
- Deals with all incoming calls in a professional manner and transfer calls to a designated extension.
- Receive, collect, sort, distribute and prepare mail, messages, and courier deliveries daily.
- Continuously keep the reception area tidy.
- Any other duties as required.
O&L - a Great Place to Work.
Applicants meeting our requirements are invited to apply. O&L Group of Companies is an Equal Opportunity Employer.
Requisition ID: 3084