Administrative Controller at Clover S.A. Proprietary Limited

Job Advert Summary    

• To administer and control the movement of CHEP and non-CHEP pallets across the supply chain by ensuring accurate pallet transactions, compliance with pallet control processes, effective yard management, and the timely reporting and reconciliation of pallet movements to minimize losses and support operational efficiency. 

Requirements    

• Grade 12 or equivalent NQF4
• Relevant experience in applying job-related concepts, techniques, and processes at the required level. 
• Business English: Fluent
• Computer literacy (Advanced) 
• Work shifts/weekends/public holidays

Competencies    

• Proactive and action orientated. 
• Maintains high standards. 
• Collaborate with others to achieve a common objective. 
• Interpersonal effectiveness 
• Commitment and motivation 
• Administrative capabilities 
• Communicates effectively. 

Duties and Responsibilities    
Ensure that correct administrative procedures are followed as far as the movement of pallets is concerned.  

• Instruct dispatching branch which transaction to use for a specific customer - either a THAN or a PCN to be used. 
• Instruct receiving branch to check if correct document was created by sending branch. 
• Control the process between dispatching and receiving branches to ensure the correct process is followed. 
• Ensure that the correct customer has been invoiced by the dispatching branch. 
• Distinguish between customers with a CHEP account - THAN document to be used and customers without a CHEP account - PCN to be made out. 
• Instruct receiving branch to execute the pickup slip instruction from CSC. 
• Follow up with receiving branch if RMA has been processed with the pickup slip. 

Ensure that haulers, customers & AM's follow the correct pallet control and administrative procedures. 

• Instruct hauliers on what to do with the pallets on the daily deliveries - either a pickup or leave pallets. 
• Drive the process of no pickups where customers are billed by haulers. 
• Where a haulier has picked up pallets the process needs to be followed and an investigation must be implemented to follow the trail of where the pallet was picked up and where it was returned to 
• Instruct customer or AM to place the pickup order with the call center. 
• Liaise with CSC and ensure that pick up slip has been created and that requested process is followed to continue. 

Liaise with supply chain finance on administration of pallets. 

• Contact finance daily to follow up on credits where it is due. 
• Follow up with finance after an RMA has been processed if a credit has been passed to the customer. 
• Follow up on queries arising from the process to ensure that the customer's credit has been passed and where it hasn’t.  
• Ensure the administration of the pallet process is followed as per the SOP. 
• Ensure that all the documents received from the Hauler are 100% correct before it is signed off for payment. 

Ensure that the process of returning pallets is adhered to and provide management reports.  

• Compile daily reports with the following details: daily direct deliveries where customers are billed, daily variances where haulier has picked up pallets, daily info of customers where pallets need to be picked up, daily balance of outstanding pick-up slips, daily balance of outstanding credits, balance all pallets out of a sending branch, into the customer, from the customer and into a branch/CHEP depot. 
• Balance every day with the pallets in and pallets out  
• Send out daily reports per customer per branch to ensure that the branches are informed of the balances and arrange collection for the customers. 

Ensure that the pallet controls and procedures are in place at each branch nationally. 

• Ensure that monthly stock counts are conducted on pallets. 
• Ensure that the worst-case scenario is updated on portfolio plus for each branch and that the provision is sent through to the management accountant. 
• Participate in the quarterly CHEP meeting and ensure that all issues are dealt with and brought under management’s attention. 
• Ensure that all outstanding pallets at each customer are being collected and arrange visits to customers where there seems to be problems / long outstanding pallets. 
• Ensure that the operational procedure is effective and make recommendations where the process can be improved to ensure minimal losses. 

Ensure effective Branch Yard Control and Non-CHEP Pallet Management.

• Maintain effective control of the branch pallet yard to ensure a safe, organised and efficient working environment.
• (GMP) and housekeeping standards are always maintained within the pallet yard and storage areas.
• Control the sorting, stacking and storage of all non-CHEP pallets and returnable containers according to company standards.
• Coordinate the loading and offloading of non-CHEP pallets and returnable containers to ensure accurate stock movement and timely dispatch.
• Monitor pallet and container condition and segregate damaged or non-conforming assets for repair, disposal or further investigation.
• Conduct routine yard inspections to ensure pallet stacks are safe, clearly identified and compliant with safety requirements.
• Ensure accurate record keeping of non-CHEP pallet and container movements and reconcile physical stock with system records.
• Investigate and resolve discrepancies relating to pallet and container stock within the branch yard.
• Liaise with warehouse, transport and production teams to ensure pallets and containers are available to meet operational requirements.
• Identify opportunities to improve yard control processes, reduce pallet losses and optimise storage capacity.

Deadline:4th August,2026