Administration Supervisor

2 weeks ago

Cape Town, Western Cape, South Africa Pepkor Logistics Full time

JOB PURPOSE:


Leading, developing and supporting administrative team to ensure smooth business operations and the provision of accurate and timely information within the region.


QUALIFICATION/EXPERIENCE:

  • Diploma in administrative or financial related field (NQF5 level equivalent)
  • Min 23 years' experience in similar role
  • Attention to detail, with good numeracy skills
  • Must have a sense of internal control / audit practices and have the ability to
maintain appropriate systems

  • Must be able to prioritise and have organisational skills
  • Must have the ability to work with tight deadlines.


 PC literacy
  • MS Office, Excel advanced level
  • Good communication skill and is a team player

RESPONSIBILITIES:

  • Finance Administration_
  • Allocate and record regional invoices and liaise with suppliers/hubs in region for
outstanding invoices and follow up in terms of Creditors process to enable

reconciliation of accounts

  • Controlling of expenses and make sure that invoices are signed off by RM and submit
to Head Office for payment

  • Manage all hub's and regions petty cash and make sure slips/invoices are signed off
by RM and submit to Head Office for reimbursement

  • Submit monthly Budgets/Control Sheets/Accruals/Forecasts and exception reports
for regions to Head Office monthly

  • Ensuring asset registers is up to date
  • Reconcile all hubs (region) control sheets; GL analysis and reasons for overspend (all
hubs in region)

  • Order, control and manage staff welfare items (refreshments), cleaning materials and
stationery for hub

  • Manage telephone bill/reports
  • Assist with Preparation of yearly budget for Hub and region
  • Monitor weekly labour budget vs. actuals
  • Capture new local transport finance sheet and prepare reports
  • Asset management and register: monthly audit on asset register
  • People Management / Human Resources Admin_
  • Leading, managing and developing administrative staff to ensure smooth business
operations and the provision of accurate and timely information

  • Oversee/ manage all admin functions inclusive but not limited to the POD process,
IBT Process, Transport admin, Help-desk Process, etc.

  • Communicate relevant company info to personnel
  • HR Administration of timesheets, leave reports and overtime reports for the region
  • Transport Administration_
  • Audit driver and crew hours with supplier with regards to delays
  • Complete and submit local delivery transport summary to Head Office
  • Manage in handling difficult customers regarding delivery problems
  • Reconcile delivery matrix weekly/monthly, obtain sign off on figures and submit to
Head Office

  • Compile lost time injury frequency rate (LTFIR) report
  • Risk Administration_
  • Health and Safety administration
  • Claim administration
  • General Administration_
  • Office coordination
  • Audit timesheets of general workers, scanners and vehicle crew
  • Special request from customers allocated and actioned
  • Participate in invocom meetings and monthly meetings with suppliers.
  • Competencies required:_
Audit driver and crew hours with SP with regards to delays

Team player; highly disciplined self
- starter that can work independently, Communication

skills; Able to maintain confidentiality; Stress Tolerance; Planning, Organizing and Control;
Detail Orientation; Problem Assessment and Service Orientation.

Job Types:
Full-time, Permanent

Application Question(s):

  • Do you have a Matric Certificate?
  • Do you have working experience with General Ledgers / Balance sheets?
  • Do you have experience in processing Profit and Loss / Capex & Opex?
  • Do you have experience working with MS Office / G-Suite (Excel min intermediate level) ?
  • Describe your experience liaising with stakeholders?
  • Do you have experience supervising or individuals reporting to you?
  • Do you have a Bookkeeping or Business/ Financial Administration Certificate or similar (NQF level 5 or above)?
  • What is the value of Creditors Account you deal / dealt with on a monthlybasis?

Education:

  • Certificate (required)

Experience:

- working with financial systems, preferably

SAP:
2 years (required)

Application Deadline: 2023/07/10

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