Administrator, Business Support

**DSV - Global transport and logistics**

Location: Kempton Park
Job Posting Title: Administrator: Bussiness Support
Time Type: Full Time

**MAIN PURPOSE OF THE ROLE***

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated records of assets, controlling the debtors book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager. As well as:

- Financial reporting
- KPI & SLA reporting

**Tertiary Qualification(s)**

Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test

Advantage: Finance/ Accounting / Administration Certificate

**Computer Literacy Level**
- SAP ERP / Webcost / ICS or similar systems
- Microsoft Office (Outlook, Excel)
- DSV WMS (advantage)
- DSV Recap System (advantage)

**Job-related Requirements**
- **Commercial & financial**: Sound general financial acumen and experience in adherence to budget and service level agreements (min 1 year/s);
- **People skills **including interaction with various departments and levels in business and exposure to mandatory labour regulations (min 1-year experience);
- **Communication, diversity & stress management skills** to successfully work with all levels, age groups and cultures of people - both internal and external (min 1 years);
- **Supporting and Co-operating** **including working well with people and adhering to ethics, principles and values;
- **Organising and Executing **which includes planning, organising, delivering
- results & adhering to processes & procedures within defined job description;
- **Operational** Min 1 year/s experience assisting with Ops Admin, including query management, client liaison, general reports including KPI’s, daily stats, document control in a logistivs environment;
- **Min 3 years’ experience in warehouse operations and/or related finance support**:

- **Reliable transportation to work**:

- **English Communication - **clear and professional use of the English language in written and verbal mediums;
- **High quality of work - **accurate, complete and thorough content in neat and easy to understand format

**Electives**
- Ability to liaise directly with internal and external client clearly and professionally
- Ability to work in a team and be a good team player
- Able to work with minimum supervision
- Effective communication skills
- Experience in warehousing environments
- Must be able to meet all deadlines.
- Team Player
- Organized
- Deadline Driven
- Reliable
- Attention to detail & accuracy essential
- Neat work results
- Analytical and problem-solving skills
- Understanding of warehousing & production environment
- Knowledge of QMS (Quality Management System) & SHEQ (Heath, Safety, Environment & Quality)
- WMS, ERP and financial systems experience

**DUTIES & RESPONSIBILITIES***

**Purchasing compliance**
- Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed packing lists;
- Distributions of stationary/ hardware/ packaging materials, etc., to Ops
- Control & distribution of PPE

**Timesheet/ Labour Invoices**
- Capture relevant DSV staff timesheets, overtime, leave forms & claims
- Timeous submission of timesheets to Labour Broker / Payroll
- Ensure weekly invoices are received from Labour Broker on time and verify cost against approved timesheets.
- Raise all anomalies raised by administrator with Branch Manager / Labour Broker/ HR
**Asset Procurement**:

- Monthly review of asset register. Verify/sign off on all new assets loaded monthly
- Conduct quarterly audits
- Report back to Admin Manager and Branch Manager on asset audit findings and status
**Invoicing**:

- Raise weekly/monthly invoices to client timeously
- Update the monthly invoicing schedule, invoicing template and debtors report accordingly
- Ensure all supporting documentation uploaded on Debtors Invoicing System
- Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
- Update Invoicing system with SAP invoice numbers
**Webcost**:

- Review all coding and ensure first time right
- Adhere to webcost timelines
- Review Webquery report weekly and action queries
- Raise Webqueries timeously where necessary
- Follow up on credit notes / invoices etc from suppliers
- Escalate any supplier concerns to Admin manager
**DSO Management**:

- Review DSO Report and follow up on outstanding balances
- Maintain a healthy relationship with the customer
- Give feedback to Admin Manager on progress
**Financial Reporting/Analysis**:

- Ensure all financial reports are reviewed, investigated and signed off by the branch manager
- Report all anomalies to Admin Manager
- Respond to P&L queries timeously and investigate where necess