Nilmi Mahagamage

Specific Responsibilities

• Manage indirect purchase orders and process invoices across Production, QA, and Logistics departments, ensuring timely approvals and accurate record-keeping.
• Support Engineering and Maintenance teams with purchasing coordination, supplier communication, and document control.
• Oversee procurement and inventory of site consumables, PPE, chemicals, stationery, and canteen supplies — conducting weekly stocktakes and maintaining accurate inventory levels.
• Implement and improve stock management processes to optimise ordering efficiency, cost control, and supplier performance.
• Liaise with Site Finance Managers on pricing, forecasts, and budget tracking to maintain financial accuracy and cost efficiency.
• Coordinate and prepare accurate Material Orders (MOs) for production teams, ensuring smooth workflow and minimal downtime.
• Manage production paperwork, ensuring documentation is compliant, complete, and up to date for auditing and traceability.
• Maintain accurate chemical registers and ensure compliance with safety and handling procedures.
• Schedule and communicate weekly physio appointments, staff rotations, and production schedules as required.
• Provide high-level administrative support to the Production and Site Leadership Teams, including preparing reports, presentations, and data summaries for meetings.
• Assist with onboarding new production staff and ensuring administrative requirements are completed (PPE allocation, inductions, etc.).
• Manage staff amenities, ensuring facilities are maintained and stocked to support employee wellbeing.
• Assist in planning and coordinating site events, training sessions, celebrations, and team-building activities.
• Liaise with external suppliers and contractors to ensure services and deliveries meet site requirements and timelines.
• Maintain confidentiality and accuracy in all documentation, data entry, and record-keeping processes.
• Perform ad hoc administrative and operational support duties as required to ensure smooth day-to-day site operations.

• Daily costing and invoicing
• Updating and maintaining company database system
• Payroll administration ( calculating payable hours, manually collecting and reviewing time sheets and enter the data into the database system)
• Provide bookings and quotations
• Respond to in-coming calls and emails and act as key contact for drivers and customers
• Create daily delivery routes for drivers using Workwave delivery route planning software
• Fleet allocation
• General administration support
• Monitor daily deliveries and pick ups and keep clients updated
• Produce delivery reports for customers using Microsoft Excel

• Create purchase orders
• Coordinate same day deliveries with local and interstate agents -Generating quotes, bookings (Salesforce Lightning), monitoring, invoicing and updating client
• General administration support - Answering inbound phone calls, responding to email requests
• Handle internal and external stock inquiries
• Prepare daily delivery progress reports for client
• Arrange physical keys, access cards and photo IDs for delivery drivers and ensure that drivers are meeting all compliance standards
• Investigate drivers' access issues , ensure all data is captured and issues are resolved in a timely manner
• Keep clients updated on daily standard deliveries and pickups

• Accurately counting and balancing cash register on a daily basis
• Accounts for cash flow and inventory during the shift
• Greets guests and prepares their orders, uses Point of Sale system/cash register to record their order, collects payment from guests and makes change
• Understands and adheres to all quality standards, formulas and procedures
• Ensure customers are served in an efficient and friendly manner
• Maintain high personal standards in both presentation and work habits
• Complete daily work routines in an efficient and timely manner

• Accurately counted and balanced cash register on a daily basis
• Entered and tracked orders in the company’s system
• Updated stock needs and refilled stocks on a daily basis
• Provided great customer service and handled customer complains in a good manner.