Job Ref: 215487574

Date: 2022-01-06 10:03:27

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Responsible for the administrative functions of the Operations team to ensure that drivers timesheets, fuel receipts, final swing-sheets, rental reports and other documentation required for Invoicing purposes, Legal Compliance purposes, Contract Maintenance purposes and Sales purposes are complete and accurate and submitted in a timely fashion. The core competencies for this role are:

* Eye for detail

* Tenacity

* Computer literacy

* Communication

* Administrative skills

Main duties and responsibilities:

1. To be responsible for the return of drivers timesheets, ensuring they have been properly checked and approved and that all relevant information has been completed and then timely submission to Invoicing

2. Checking HOD timesheets, that they have been signed by Production and chasing up late returns.

3. Checking of Rental reports with projects managers /sales , ensuring they are complete and accurate and chasing up late returns then timely submission to Invoicing

4. Issuing of HOD packs in conjunction with project manager

5. Check DTM,s movements are accurate for daily invoicing

6. To ensure production PO number is received at time of swing sheet admission by HOD to start booking process and ensuring no Swing takes place without a Production PO

7. Ensuring that final master swing sheets are accurate and complete and then timely submission to Invoicing

8. Responsible for ensuring that fuel receipts are accurately inputted into the system and that hard copies of receipts are filed in date order and that lost receipts are chased up in a timely manner

9. Fuel card management – ensuring that the fuel receipts have been correctly audited against the fuel card companies invoices

10. Be responsible for ensuring per diems sheets and general driver expenses have been completed accurately and then timely submission to the Invoicing team

11. Ensure in conjunction with the office administrator Drivers crew flight costs and/or other relevant transport costs are correctly re-charged to Production

12. Reconciliation of all internal – in house move. Fuel shipping and drivers related expenses

13. Final End of Project, Finance related Rental reports, fuel fills ,timesheets, consumable replenishment, inventory and damage charges to clients. Inc outstanding drivers expenses & floats

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