Administrative Specialist, Business Support at DSV

Tertiary Qualification(s)

• Matric
• Essential: National Diploma in Accounting/Finance

Computer Literacy Level

• SAP ERP / Webcost ICS or similar systems Microsoft Office (Outlook, Excel)

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 logistics environment;
• Min 1 year 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.
• Process improvement – identify and implement improvements to streamline financial processes by reducing time, enhancing accuracy and reducing costs.

ADDED ADVANTAGES FOR THIS ROLE

• Ability to liaise directly with internal and external client clearly and professionally.
• Analytical and problem-solving skills
• Understanding of warehousing & production environment
• WMS, ERP and financial systems experience
• Completed or studying towards a bachelor’s degree in finance/accounting

MAIN PURPOSE OF THE ROLE

• The administrator will oversee day-to-day financial operations, ensuring accurate and timely processing of financial transactions, compliance with regulatory standards, and maintenance of financial records. This role involves supporting budgeting, forecasting, and reporting processes, and implementing process improvements to enhance financial controls and efficiency

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 Web query report weekly and action queries
• Raise Web queries timeously where necessary
• Follow up on credit notes / invoices etc from suppliers
• Escalate any supplier concerns to Admin Supervisor

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 necessary
• Review P&Ls and submit journals to Shared Services
• Review P&Ls with branch manager monthly on workday 5
• Prepare SKF reporting and ensure sign off is done by branch manager monthly (order-lines, space used versus available etc)
• Collate & present monthly financial performance report on operations
• Liaise with Branch Manager on Manning, Equipment & other high costs monthly Prepare Equipment Schedule Report

KPI Reporting

• Tabling actual KPI data from business in agreed format
• Alerting operational management & admin supervisor to major variances to SLA KPI's
• Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager
• General reports including KPI’s, daily stats, order fulfilment, stock investigations, document control in a warehouse environment
• Support for ISO Quality Management processes

Branch Support

• Support for ISO Quality Management processes
• Support Branch Managers with all finance and administrative requirements
• Prove to have assisted the branch managers in improving administration within 6 months