Operations Assistant Durban - Intercape - eThekwini

Intercape Durban Depot is looking to recruit 3x Operations Assistants. Housekeeping Management: Ensure productive working relationships are maintained – act with mutual respect. Ensure compliance with all company policies and procedures. Enforce disciplinary code as required for non-compliance especially for cabin attendants. The immediate manager is kept informed about activities, progress, results and achievements on a daily basis. Confidentiality is maintained. Assist Fleet Controllers in ensuring that crew update their Happy Reports. Ensure compliance with the company uniform policy – all crew must be correctly dressed before every trip. Ensure all company policies and procedures are complied with. Operational Administration: General administration and filing of correspondence. Up keep and audit of files on a weekly and monthly basis Printing of documents as and when required . Sorting of emails on behalf of Area Manager Scanning of relevant documents (i.e. diesel receipts) to stakeholders within the company Daily reconciliation and replenishment of Depot Diesel Stock Following up on Parts Requests Parts Received, Parts Moved out of Stock, Parts Request Finalised Ensure invoices are captured correctly on the MOVE system (i.e. GRN, RFP), and forwarded for payment Daily follow up of supplier invoices Daily inventory stock reconciliation together with Workshop Foremen Ensuring that tyres are moved in and out of stock when necessary. Ensuring that the parts are in correct Bin Allocations Ensure storerooms are clean and tidy at all times Cleaning materials are booked out and moved out of stock when dispensed. Timeous re-ordering of cleaning materials and relevant stock Time sheets for Washbay Cleaners are done and sent to Operations Manager for Approval Loading invoices / photos on the complaint system for claims purposes Setup of minutes for driver meetings Draw up of agenda and minutes and circulate prior to all relevant stakeholders. Dates of future meetings to be communicated timeously . Update Area Manager of outstanding issues regarding complaints. Weekly detailed report Customer Service: Deal with internal/external customer inquiries courteously, effectively and efficiently (Appraisals / Complaints). Good listening skills Ensure customer needs and concerns are met Ensure employees receive appraisal letters for excellent performance Ensure that Fleet Controller responsible for logging complaints must resolve/finalize the complaint within stipulated time. Assistance from other staff is sought when a customer's inquiry cannot be fully answered. Escalate customer queries if/when assistance is needed to reply to customer Provide feedback to managers and internal and external customers Be proactive and efficient in correspondence Ensure to adhere feedback timelines as well as deadlines Dispatching Duties Outward dispatching (Briefing): Print manifest Ensure the blue bags have the following contents; Unaccompanied minor tag/s Radio face Microphone (cabin attendant must provide own) DVD Pouch with relevant amount of DVDs Permit (SA Intercity) Insurance Diesel card/Park Station parking card Destination Board (printed and laminated in the case of electronic board not working) LG Sheet Coach Log & Fault book Route/permit is discussed with Pro Driver Inward dispatching (Briefing): Paperwork checked and filed (Briefing / De-briefing and Inspection) Check contents of blue bags – all must be returned. DVD returned and checked for damages (shortages must be issued immediately in case of lost pouch/DVD) S & T signed off (Happy Report updated) Declaration by crew Coach clean, seats upright, armrests down Staff declarations: All crew to declare before and after every trip Crew pictures taken by breathalyzer PC must be clear and must see the full face of the staff member declaring Lost Luggage: Lost items found in coach must be logged on the lost luggage system Ensure an effort is made to find owner of lost luggage Ensure lost luggage is placed in a secure area (lost luggage room) System Management: Responsible for the effective utilization, accurate capturing, and thorough record keeping on all systems relevant to perform daily tasks within department Identify staff training needs applicable to relevant Intercape Systems Grade 12 Any related administration will be advantageous. Previous operational and admin experience, 3-5 years. Computer Literate (all MS office package) Own transport Have a proficient knowledge of the company, its divisions, associates, people, products, service and website. Must have experience from an operational environment. Must be willing to assist in general administrative duties. Enjoy working independently as well as be part of a team. Assist fellow colleagues in the daily running of company related tasks. Be focused on providing work of an extremely high quality. Show ability to work under pressure and manage deadlines. Very good organizational skills. KNOW YOUR BUSINESS AND YOUR OPPOSITION EVEN BETTER. Own transport essential Must be able to work shifts Apply Now

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Operations Assistant Durban - eThekwini

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