Operations Specialist

Primary responsibilities:

Provide technical, operational, administrative and governance support for terminal, outplant and logistics operations.

Support daily transactional processes, inventory accuracy, system data integrity, operational performance monitoring and issue resolution.

Maintain dashboards, reports and performance metrics to enhance operational visibility and support continuous improvement.

Coordinate with the customer, terminal operators, logistics service providers, Procurement, Operations, Finance, Quality and other relevant stakeholders.

Ensure that all activities are completed in accordance with established procedures, governance frameworks and delegated authority.

Specific responsibilities:

1.     Invoice and Purchase Order Administration

Create and administer purchase orders.

Validate and audit invoices against relevant supporting documents.

Prepare accrual information and support established financial control processes.

Coordinate payment-related matters and follow up on processing exceptions.

Maintain KPI reports relating to invoice and transaction processing.

2.     Inventory Management

Coordinate inventory control and cycle-counting activities.

Reconcile stock records and investigate inventory discrepancies.

Monitor inventory movements and maintain accurate operational records.

Process approved inventory adjustments in SAP and other relevant systems.

Escalate unresolved or significant discrepancies to the appropriate stakeholders.

3.     SAP and Operational System Support

Perform shipment-related data entry and transactional processing.

Maintain operational and master data in SAP/ECC and related systems.

Provide first-level functional support for routine system and master data issues.

Monitor operational support channels and shared mailboxes.

Conduct prescribed system checks, troubleshoot routine issues and escalate complex matters to the designated support teams.

4.     Operational Excellence and Reporting

Maintain Control Tower dashboards, operational reporting tools and performance-monitoring processes.

Collect and validate operational data.

Prepare KPI reports, performance dashboards and stakeholder updates.

Monitor operational exceptions, trends and service performance.

Support Procurement and Operations through reporting and data analysis.

Identify and support continuous improvement opportunities across terminal and logistics operations.

5.     Terminal and Supplier Management

Support Quarterly Business Reviews and supplier performance meetings.

Participate in operational reviews, contract reviews and governance discussions.

Assist with rate validation and supplier issue resolution.

Provide operational data, performance insights and service trend analysis.

Recommend process and performance improvements based on operational findings.

Escalate supplier or terminal issues through the appropriate governance channels.

6.     Governance, Audit and Compliance

Coordinate the planning, tracking and administration of operational audits.

Support supplier assessments and relevant industry certification activities.

Monitor SQAS, CDI-T, EHS and Quality audit requirements.

Follow up on audit completion and corrective actions.

Maintain audit records, databases and supporting documentation.

Support regulatory and operational compliance reporting.

7.     Quality and Claims Management

Administer Quality Notifications and supplier claims.

Support investigations and Root Cause Investigation activities.

Coordinate the collection of relevant information from stakeholders.

Monitor and track corrective actions through to completion.

Support E&AT-related activities where required.

Assist with liability and claims administration.

Escalate critical quality incidents through the appropriate channels.

8.     Trade Compliance and Certification Support

Provide administrative support for trade compliance activities.

Coordinate the documentation and tracking of licences and certifications.

Support certification requirements such as GMP, GDP, Halal, Kosher and ISCC+.

Maintain relevant certification records and monitor their validity and status.

9.     Projects and Business Changes

Support the implementation of new business activities and service changes.

Coordinate operational changes involving new tanks, products, drumming and tolling arrangements.

Assist with change requests, implementation planning and stakeholder coordination.

Monitor implementation issues and escalate identified risks or delays through the appropriate channels.

10.  Incident and Crisis Support

Support incident response and crisis coordination activities.

Assist with information gathering, issue monitoring and stakeholder communication.

Provide administrative and operational support for related claims.

Escalate critical matters to the customer’s designated decision-makers

Requirements

Diploma or Degree in Supply Chain Management, Logistics, Business Administration, Finance, Engineering, Chemistry or a related discipline.

Organized, detail-oriented and comfortable handling transactional and operational data.

Strong analytical and problem-solving abilities.

Able to identify discrepancies, investigate routine issues and escalate complex matters appropriately.

Able to communicate effectively with internal teams, customers, suppliers, terminal operators and logistics service providers.

Comfortable coordinating activities across Procurement, Operations, Finance, Quality and other stakeholder groups.

Able to manage recurring activities together with ad hoc operational requests.

Committed to data accuracy, process compliance, proper documentation and continuous improvement.

Able to work independently within established procedures and delegated authority.

Able to remain composed and organized when supporting urgent operational incidents or crisis-related activities.

Relevant experience in one or more of the following areas:

Terminal or logistics operations

Supply chain coordination

Inventory control

Invoice and purchase order adm