Factory Administrator - DurbanFull job descriptionAVI Ltd. is known for its leading household brands across many categories including: hot beverages, sweet and savoury biscuits and snacks, frozen convenience foods, personal care products, cosmetics, shoes, accessories, and fashion apparel. NATIONAL BRANDS LIMITED operates 5 manufacturing sites, offering world class manufacturing facilities in Isando (Johannesburg), Rosslyn (Pretoria), Westmead and Durban (KZN). It is home to some of the best-known South African tea, coffee and creamer brands, including our delicious range of much-loved savoury and sweet biscuits, and our melt-in-your-mouth snack range. An exciting opportunity exists for a Factory Administrator at NATIONAL BRANDS LIMITED, NBL Westmead Biscuits. The successful incumbent will report directly to the Operations Executive. 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, HOD's, employees and visitors (flights, accommodation, car hire, and forex for International tripsAdhere to the "reasonable/cheaper travel pricing" ruleEnsure travel & accommodation arrangements for international and local delegates and visitors are managed and organized before the date of travelCoordinate the traveling and accommodation costs according to the budgetAdminister expense claims of Ops Exec and HOD's:Capture expense claims timeously on the AVI Web App for authorization and payment;Reconcile receipts and statements with expense claims, before submissionEnsure that the claims procedure is followedCapture training expensesResolve any queries on Purchase Orders vs InvoicesResolve queries on expense claims, working with the Site and the FSS teamManage general office administration:Management of the Operations Executives diary and appointmentsCoordinate the scheduling of boardrooms and meetings for NBL and site managementArrange Town Halls when requiredArrange catering according to meeting requirementsCoordinate the Ops Review meeting arrangements such as catering, clean garments, meals, boardroom cleaning, office bar fridge has enough beveragesPrepare the presentation slides for the Operations Executive and other HOD's for Monthly Ops Review meetings and any other ad-hoc meetingsCoordinate the daily activities of the admin cleaners and driverSend and receive all courier documentation and parcelsLiaise and manage relations between the Site and NBL Head OfficeCo-ordinate Site visits and factory tours for Internal and External visitorsManage Monthly cut-offs and reconsReceptionistManage pool vehicles. Ensure usage logs, services, roadworthiness and cleanliness are in place.Manage General Administration for Human Resources:Attend and participate in Full Circle Meetings and give information to be distributed on the notice boardOrder stationery, beverages, and cutlery and update the internal telephone listManage the distribution of hamper tickets to employeesManage administration of site initiatives:Co-ordinate factory visitors and hampers for visitors if requiredOrganize Farewell and Year-End functionsLog calls to IT regarding HR-related queriesCommunicate messages on the PA system when requiredAdministrate the Team of the Month incentive schemeCo-ordinate any Site CSI initiativesCoordinate 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 experienceExperience within a FMCG and Manufacturing Environment, working with Executives and a Senior Management TeamQualifications:Grade 12Secretarial Diploma or equivalentAdditional Requirements:Advanced MS Office SkillsSAP ExperienceManage multiple activitiesFactory Performance and IndicatorsShopwareCompetencies:Documenting FactsAttention to detailArticulating informationStaying composedPlanning and organizingMaintaining productivityMeeting deadlinesBuilding relationshipsWe are committed to the growth of internal employees and it is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applications. All external applications will be considered in line with our Employment Equity targets.For more information about AVI LIMITED please visit our website on www.avi.co.za
