Operations Admin Assistant
KEY RESPONSIBILITIES:
1. Logistics Administration
- Support the Logistics Executive in daily delivery planning and coordination.
- Prepare, update, and file Delivery Orders, job sheets, and related documents.
- Coordinate with warehouse, production, sales, and drivers to ensure delivery details are accurate and complete.
- Track delivery status and assist in resolving delivery-related issues.
- Ensure completed documents are returned, checked, and properly filed after each delivery.
2. Heat Treatment Administration
- Assist in preparing and processing heat treatment documents and schedules.
- Coordinate internally to ensure pallets requiring heat treatment are correctly identified and processed on time.
- Prepare and issue heat treatment certificates when required.
- Verify that heat treatment information is accurate before documents are submitted to customers or attached to deliveries.
- Maintain complete and traceable heat treatment records.
3. Operations Process Coordination
- Support daily operations workflow by updating job status, production status, and delivery readiness.
- Assist in checking that operational instructions are properly communicated to the relevant teams.
- Follow up missing information, incomplete documents, or pending approvals.
- Help maintain proper records for operational traceability and audit purposes.
- Support Internal Processes such as GRPO, supplier documentation, credit note follow-up, and job matching where required.
4. Documentation and Filing
- Organise, scan, and file all operational documents accurately and consistently.
- Maintain records for customer orders, production jobs, deliveries, heat treatment, and supporting documentation.
- Assist in preparing operations and logistics reports for management review.
- Ensure document accuracy to minimise billing delays, operational disputes, and customer complaints.
5. Internal Coordination
- Liaise with Sales, Production, Warehouse, Logistics, and Accounts to ensure smooth job completion.
- Follow up with internal teams when information is missing, unclear, or pending approval.
- Escalate delays, errors, or process gaps to the Logistics Executive or Operations Manager promptly.
- Support the team in maintaining administrative discipline and operational control.
6. Compliance and Process Administration
- Follow company procedures relating to operations, documentation, safety, and quality.
- Support ISO, safety, and audit-related documentation where required.
- Ensure records are maintained in a proper and traceable manner.
- Highlight repeated process issues and assist in corrective action follow-up.