Operations Officer at Matrix Energy Group

Job Purpose:

• The operations officer is responsible for ensuring seamless delivery operations within the supply and distribution department. This role supports the sales team by coordinating order processing, logistics tracking, journey management, and timely invoicing. The Operations Officer ensures that all deliveries are executed efficiently, any arising disputes are resolved, and accurate reports are submitted to the management.

RESPONSIBILITIES AND ACCOUNTABILITIES:

• Process sales orders received from the marketing team and ensure accurate documentation.
• Communicate outstanding orders to the logistics team and follow up on truck availability.
• Monitor truck dispatch to ensure journey management protocols are followed for prompt and safe delivery.
• Track product deliveries to customers and proactively address any delays or issues.
• Coordinate with drivers and logistics personnel to ensure smooth execution of deliveries.
• Ensure adherence to all delivery processes, including compliance with safety and regulatory standards.
• Address and resolve any shortages, delivery discrepancies, or disputes that arise.
• Liaise with internal teams and clients to ensure timely resolution of issues.
• Ensure invoices are promptly generated in the ERP system and submitted to clients.
• Verify and reconcile delivery documents with sales orders to ensure accuracy.
• Maintain proper documentation for all transactions related to deliveries and invoicing.
• Prepare and submit daily dispatch reports to the unit head.
• Generate and update a daily truck status report to track fleet availability and utilization.
• Compile and submit a weekly receivables status report for outstanding payments.
• Maintain an organized record of all sales activities and ensure reports are submitted accurately and on time.
• Support the unit head and team in any assigned operational tasks.
• Continuously identify areas for operational improvements and efficiency.

Requirements

EDUCATION AND WORK EXPERIENCE

• Ordinary National Diploma (OND) in Business Administration, Logistics, Supply Chain Management, or a related field.
• 1-3 years of experience in operations, logistics, or supply chain management
• Familiarity with AGO, Bitumen, and ATK product distribution will be an advantage.

SKILLS AND BEHAVIOR

• Strong coordination and organizational skills.
• Excellent communication and interpersonal skills.
• Proficiency in ERP systems and Microsoft Office Suite (Excel, Word).
• Ability to multitask and handle pressure in a fast-paced environment.
• Attention to detail and problem-solving abilities.
• Understanding of logistics, supply chain operations, and journey management.