Job Description

PRIMARY PURPOSE OF THE JOB:

The Operations Administrator plays a critical role in ensuring smooth day-to-day operations and administrative support for the regional teams and head office. This role supports multiple business functions, including supplier payments, employee records, travel coordination, payroll support, recruitment processing, reporting, and logistical arrangements. The ideal candidate is highly organized, detail-oriented, proactive, and thrives in a dynamic, fast-paced environment.

1. Supplier and Payment Administration

Job Activities:

Process invoices and create payment requisitions for supplier and Duracell payments. Ensure invoices contain required details (date, invoice number, banking details, description). Collect and print relevant documentation including store pictures. Maintain a monthly tracker and submit final files by monthly deadlines.
2. HR Administrative Support & Contract Processing

Job Activities:

Update the ESS file and recruitment tracker with employee changes. Support the HR request and ATR process including contract preparation. Load HR documents on Signiflow and ensure all employee contracts are accurately processed.
3. Leave and Payroll Administration

Job Activities:

Capture leave and complete payroll templates (e.g., new employees, terminations, changes). Generate monthly reports, including upcoming leave expiry (leave liability). Coordinate travel allowances and uniform deductions.
4. Reporting and Compliance

Job Activities:

Prepare regional, vehicle, accident, and disciplinary reports using relevant templates and data. Update and maintain the organizational structure (organogram) based on ESS updates. Ensure Sage updates reflect current reporting lines.
5. Event and Cycle Brief Coordination

Job Activities:

Coordinate bookings, invitations, catering, and logistics for cycle briefs. Manage budget constraints and procurement for refreshments. Arrange travel and accommodation for staff attending events.
6. POS and Warehouse Support

Job Activities:

Receive and record Point-of-Sale (POS) materials. Coordinate POS distribution and liaise with DMs and strike teams. Log POS entries and share proof of receipt with the OPS Admin group.
7. IOD (Injury on Duty) Administration

Job Activities:

Manage the reporting, documentation, and communication of IOD cases. Ensure WC2 forms and supporting documentation are submitted to Payroll Monitor related sick leave entries.

MINIMUM QUALIFICATIONS / EXPERIENCE:

2+ years of experience in operations or administrative support roles. Strong Excel and data management skills. Familiarity with payroll systems and HR documentation processes. Excellent communication, coordination, and multitasking abilities.
Job Type: Full-time

Application Question(s):

Are you currently employed? What is your notice period? What is your salary expectation? Where do you reside? Have you worked for a FMCG company as aprt of the Operations team as the administrator? if yes, please explain your daily duties Can you describe your experience with managing multiple administrative processes such as payroll input, supplier payments, and HR document handling? How do you prioritize when these responsibilities overlap? This role supports quite a few people and teams. Have you had to be that 'go-to' admin person before? What's your comfort level with Excel -- are you more of a beginner, or do you know your way around formulas and data? Have you had to deal with suppliers, travel bookings, or getting quotes/invoices before? This job involves keeping lots of moving parts in order. How do you usually stay organized when juggling a bunch of tasks or deadlines? Have you worked with things like payroll templates, HR forms, or leave records before?
Work Location: In person

Application Deadline: 2025/04/28