Admin Controller - Ecowash at The Heineken Company

Key Responsibilities:

Accounts Receivable

• Debtors account creation / changes *
• Issue and receive back completed applications forms with FICA supporting documentation (ID, proof of residence, surety, etc.)
• Request ITC check
• Complete the Debtor Account Creation form
• Hand form to Financial Manager for authorization
• Process application on SAP and provide debtor with SAP generated account no.
• Monthly Controls
• Create credit / debit notes / manual Tax Invoices on customer accounts based on supporting documentation provided by Logistics Department, agreed discounts or Scrap Weigh bridge slips / summaries
• File payment documentation
• Follow up on outstanding debts
• Issue statements and invoices to customers
• Reconciliations and Debtors Day tracking
• Attend to queries
• Create proformas and once authorized relay order to Logistics for actioning

Management team activities

Management support

• Arrange travelling and accommodation for staff as necessary.
• Type all correspondence, reports, minutes, etc. for Operations Manager and Management Team.
• Ensure minutes of meetings are available and issued timeously.
• Ensure that the General Manager and Management team is advised of upcoming meetings and visits.
• Manage all arrangements regarding functions and meetings

Management team activities

• Daily/ weekly casual stats
• Prep & attend daily meetings
• Prep & attend weekly meetings
• Take and prepare weekly / monthly minutes
• Arrange monthly Multi Levels / 6 Monthly Multi level functions
• Arrange year end function
• Arrange refreshments for meetings
• Arrange management conferences
• Management MDT area update
• Update QSCP graph detail
• Participate in MDT meetings and reviews.

Procurement

Create purchase requisitions

• Receive requisition request
• Request quotes from designated supplier
• Complete requisition capturing on SAP
• Forward documentation to relevant Cost Centre Controller for approval and SAP release

PPE Purchase

• Issue PPE request forms
• Receive completed PPE request forms from managers and complete detail for quote
• Process requisition on SAP and place order with designated supplier
• Receive stock and issue to employees, ensuring that they sign acceptance of receipt of all items
• File Proof of receipts and forward invoice for processing
• Receive and handle any complaints or exchange requests

Stationery Controls

• Control stationery stock levels
• Order preprinted stationery, confirm with manager whether there are any changes to the artwork

Financial and administrative

Budgeting and forecasting

• Assist with budgeting and forecasting process
• Assist Cost Centre Controllers with budget formats and creation
• Capture budget / forecast working sheets to SAP
• Create budgets and forecast proposals for 805BSNE
• Prepare budget books

Month end financial procedure

• Receive, distribute and control month end deadlines as per H.O schedule
• Create monthly journals and accruals
• Process monthly journals and accruals
• Forward journal documentation for release to Financial Manager
• File documentation

Monthly variance analysis

• Control 805BSNE budget variances
• Control stationery budget for the site
• Control telephone budget for the site

HR Co-Ordination

HR Liaison

• Ensure good relations with all employees
• Receive appointment requests and co-ordinate with central HR.
• Co-ordinate “After Tears” liquor purchases and taxi cost requirements
• Ensure that Northern region HR reps complete agreed tasks for Ecowash
• Ensure that the Northern Region HR rep attends to all functionality regarding the TK system

Reporting

Site reporting

• Complete weekly report for H/O and save to Livelink
• Complete all dashboards for the site and save to Livelink

General Admin

Telephone reports

• Draw reports from Telephone management system, analyses and distribute for comment to management team.
• Log calls for faults or changes to lines with relevant service provider.
• Monitor and report on monthly costs per extension

Perform general admin duties

• Ensure an effective filing system and organized workspace
• Issue gate passes
• Keep all files safe
• Create SOP’s for main job functions
• Perform stand in duties for Financial Controller
• Control kitchen and refreshments
• Create and control file of Promotional liquor purchases and Operations Manager expenses for Ecowash

Innovation and business improvement in support of operational and segment goals

Workplace improvement

• Module rep for Leadership
• Facilitate meetings as per planned schedule
• Update allocated charts
• Provide innovations