Administrative Specialist, Business Support at DSV

Minimum Requirements

• Essential: Matric, National Diploma in Finance or similar
• Intermediate Computer Literacy Level in MS Word, Excel, PowerPoint and Outlook
• SAP ERP / Webcost
• Audit to Pay tools

Job Related Requirements 

• Commercial & financial: Sound general financial acumen and experience in adherence to budget and service level agreements.
• People skills including interaction with various departments and levels in business (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.
• 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 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 the role

• Understanding of warehousing & logistics 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 reporting processes and implementing process improvements to enhance financial controls and efficiency.

Duties and Responsibilities

Invoicing

• Invoicing within a highly pressurized environment to a Corporate Customer base (Invoice management and execution)
• Follow up with customers and transporters to ensure that all invoicing/POs are received
• Accurate invoicing to be done to Customer’s once all supporting documents and checks have been finalized
• Credit notes to be captured and processed in correct periods
• Verification of invoices received and data validation       

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 Business Support manager

Financial Reporting/Analysis           

• Ensure all financial reports are reviewed, investigated, and signed off by Business Support Manager
• Report all anomalies to Business Support 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

Other

• Resolve queries that may arise in the period that it occurs
• Meet month end cut offs and deadlines
• Design, create and maintain relevant SOP’s, Work Instructions etc. for Customer specific requirements and processes
• Follow ups with the finance team to ensure payments received on time from Customers
• Internal KPI’s and timelines to be met and to have a deep understanding and execution of contractual SLAs & KPI’s
• Ensure all supporting documentation are uploaded onto the internal invoicing system
• Develop a strong, trusting relationship with customers and transporters
• Adherence to HSE compliance and responsibilities
• Adherence to tasks not stipulated in job profile i.e., audit compliance, adhoc duties due to operational requirements.
• Maintain various reports in line with KPI and contractual obligations.
• Ensure client queries are managed daily and necessary escalation and issue resolution is addressed within the agreed timelines
• Training and roll out of change management processes
• Ensure on going performance measurement, systems and metrics are used and in line to service excellence and client centricity
• Consistently reviewing data to identify areas of improvement to support the overall services and development