Administrative Specialist, Operations, Solutions - Rosslyn at DSV

MAIN PURPOSE OF THE ROLE

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and
managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets,
keeping an updated record of assets, controlling the debtors book, supporting quality management with quality
representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to
branch manager. As well as:

• Financial reporting
• KPI & SLA reporting

Tertiary Qualification(s)

• Matric
• Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test

Advantage: Finance/ Accounting / Administration Certificate

Additional Computer Skills

• Webcost
• SAP
• ICS
• The understanding of our WMS
• Computer Literacy - Advanced
• Electives
• Analytical & problem-solving skills

Job-related Requirements

• Commercial & financial: Sound financial acumen and experience in adherence to budget, contract management and service level agreements (3 years);
• People management skills including leadership, performance management, people motivation and people development (minimum 1 year experience);
• Communication & conflict management skills to successfully deal with all
• levels, age groups and cultures of people – both internal and external (at least 1 year);
• Supporting and Co-operating including working well with people and adhering to principles and values
• Organising and executing which includes planning, organising, delivering results & adhering to processes & procedures
• Flexibility to work after hours and extended hours

Duties and 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
• Timeous submission of timesheets to Labour Broker / Payroll
• Ensure weekly invoices are received from Labour Broker on time
• If not received, follow up with Labour Broker & escalate to Admin Manager where necessary
• Raise all anomalies raised by administrator with Branch Manager / Labour Broker
• Get sign off from Branch Managers
• Asset Procurement
• Monthly review of asset register. Verify/sign off on all new assets loaded monthly
• Conduct quarterly audits
• Report back to Admin Manager on asset audit findings and status
• Invoicing
• Update invoicing schedule’s on ICS monthly
• Raise invoices on time and first time right
• 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 Webquery report weekly and action queries
• Raise Webqueries timeously where necessary
• Follow up on credit notes / invoices etc from suppliers
• Escalate any supplier concerns to Admin manager