Administration Controller

Administration Controller

Permanent

Gauteng

Overview

We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature-controlled network in Southern Africa.

But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our service your solutions.

Vector's vehicle fleet includes a food industry first in 'multi-temperature' vehicles enabling the company to service business across frozen, chilled and ambient temperature zones on a single delivery.

Job Purpose

To control and oversee the accuracy of stock movement on a daily basis and ensure
that payment is received timeously.

Key Responsibilities

 Stock Reconciliation Control

Receive the physical count on a daily basis from GRV Clerk.Compare the physical count with the SAP report.Ensure that stock is recounted in the case of a significant discrepancy.Run a sales report in order to understand sales activity supporting the
reconciliation process.Submit reconciliations to the Warehouse Controller and ensuring that they are
filed for record purposes.

Trip Reconciliation Control

Print and clear stock variances reports and general ledger accounts.Obtain a daily variance report from SAP and ensure that the warehouse
investigates accordingly and adjusts the stock.Ensure that trip reconciliations are completed by the GRV Clerk and sent to
the Administration Clerk for promotion of a credit memo onto SAP.Receive the credit memo in order to create a credit note.

Shipment Reconciliation

Check that stock has been received by the customer.Activate a credit in the event of discrepancies identified.Check for money differences ensuring that all cash on delivery (CoD)
documents are balanced back to the driver's money.Report imbalances stemming from the driver to the Transport Controller and
Supervisor.Inform the Logistics Manager in the event of major shortages that include 20
cases or more.Hand over unsigned invoices to the Transport Controller and Supervisors for
further investigation.

COD Customer Control

Check COD credit blocks and releases regularly.Identify customers that are not paying on time.Take responsibility for activating and releasing blocks every half hour.

Stock Take Control

Print reports (SAP) before stock take.Oversee the physical count of stock.

Hand over completed report to management for perusal before release.Run reports after the stock take.Consolidate all stock sheets into the file for record purposes.

Parked Documents Posting Control

Retrieve documents from relevant person regarding journal and posts
manually in SAP.Check that values correspond and the account is debited and credited
correctly.

Mass Exception Reporting

Check for discrepancies on invoices.Investigate the discrepancies by checking invoices against the actual report.Make alterations where necessary and notify the customer accordingly.Re – invoice the customer when discrepancies are identified.

Banking Control

Check in collaboration with the Senior Clerk the previous night's deposit slips
banked by the cashiers.Report any discrepancies to the appropriate manager by physically handing
over the deposit slip.Investigate shortages by checking against the pay-in-slip of the driver to
ascertain the problem.

Queries Resolution

Conduct an investigation into queries for accounts and Cash on Deliveries.Request relevant documentation and check if the query is valid.Resolve the query as appropriate.

Team Coordination

Take ownership and accountability for tasks and activities and demonstrate
effective self-management in terms of planning, prioritising and self-development. Follow through to ensure that quality and productivity standards of work are
consistently and accurately maintained.Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.Support and drive the business core values.Manage colleagues and clients' expectations and communicate appropriately.Demonstrate willingness to help others and "go the extra mile" to meet team
targets and objectives.Champion training and development of self and others through utilising
available training opportunities or contributing to the development of new
training solutions relating to product costing in collaboration with national
training specialists.Participate in regular performance appraisals and ensure that own targets and
goals are clear and achievable.

KPI's

Stock count coverage and accuracy.Trip reconciliation accuracy.Shipment reconciliation accuracy.Banking accuracy.Stock take coverage and accuracy.Query resolution.Accuracy and promptness of posting parked documents.

Key Relationships

Internal

Warehouse.Sales. IT.

External

None.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

Diploma in Business Administration.
Minimum of 2 - 3 years relevant work experience is required in a similar role.
Experience within an FMCG environment would be advantageous.

Skills and Competencies

Behaviour Standards

Be brilliant at the basics.
Face the brutal facts.
Smash the silos.
Lead with integrity, respect and energy.
Be curious and challenge change.
Take accountability for results and people.

Knowledge

Vector operations.
SAP.
Administrative systems.

Skills

Verbal and written communication.
Computer literacy.

Report writing.
Interpersonal.
 Logical thinking.
Problem solving.
Decision-making.

Attributes

Initiative and assertive.
Tolerant of stress and pressure.

Attention to detail.
Deadline driven.
Able to prioritise.
Able to leverage technology.
Organisational awareness.

 Vector Logistics supports the principles of Employment
Equity and is committed to building a diverse and inclusive workplace.
Preference will be given to candidates from designated groups in line with our
Employment Equity Plan.

If you have not heard from us within 3 to 4 weeks after
submitting your application, please consider your application unsuccessful on
this occasion. We truly appreciate your interest in joining the Vector team and
encourage you to stay connected for future opportunities that may align with
your skills and career journey.

We look forward to hearing from you

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