Commercial Administrator – Coal at Oza Holdings

Role Overview

• Provide end-to-end commercial and administrative support across Purchase Order (PO) activity and transporter (road/rail haulage) administration contracts, performance monitoring, weight/mass reconciliation, and general commercial admin ensuring accurate, timely, and compliant transactions between the mine/commercial team, suppliers, and transporters.
• This role sits at the intersection of procurement admin and logistics/contract admin, so the ideal candidate needs strong numerical accuracy, systems literacy, and the discipline to manage recurring reconciliations without errors slipping through.

Key Responsibility Areas
Purchase Order (PO) Administration

• Raise, amend, and close POs on the SAP/procurement system
• Match POs to supplier quotes, contracts, and delivery notes
• Follow up on outstanding/overdue POs with suppliers and internal stakeholders
• Reconcile PO values against invoices (3-way match: PO – GRN – Invoice)
• Resolve PO/invoice discrepancies (price, quantity, tax) with procurement/finance
• Maintain PO tracking register/dashboard (open, closed, overdue, value)
• Support month-end PO accrual reporting

Transporter Contract & Performance Administration

• Maintain and file all transporter contracts (SLAs, rate schedules, validity periods)
• Track contract renewal dates and flag expiries in advance
• Monitor transporter performance against agreed KPIs (on-time delivery, turnaround time, breakdown/downtime, complaints, accident/incident rate)
• Compile weekly/monthly transporter scorecards
• Log and follow up on non-conformances or penalty clauses (demurrage, late delivery penalties)
• Coordinate performance review meetings with transporters and commercial/logistics management
• Support tender/rate negotiation admin (rate comparison sheets, historic performance input)

Weight/Mass Reconciliation ("Weight Difference")

• Capture weighbridge (loading point) vs destination (offloading point) mass
• Calculate weight variances (loss/gain) per load, per transporter, per route
• Apply moisture/quality adjustment factors where relevant
• Raise claims/debit notes against transporters for out-of-tolerance shortages
• Maintain a weight variance log/trend report by transporter and route

General Admin Support

• Filing and document control (contracts, PODs, weighbridge tickets, certificates)
• Data entry and record maintenance across systems/spreadsheets
• Preparing routine reports for the commercial/logistics team
• Ad hoc support tasks as assigned (BEE , Credit application)

Detailed Task List

• Raise, amend, and close Purchase Orders (POs).
• Match POs, Goods Received Notes (GRNs), and invoices, and flag any differences.
• Follow up on outstanding POs and prepare aging reports.
• Capture weighbridge information and compare loads against destination weights.
• Calculate and report weight variances by transporter and route.
• Raise shortage claims and debit notes when required.
• Maintain and update the transporter contract register.
• Monitor contract expiry dates and send renewal alerts.
• Prepare transporter performance scorecards and track KPIs.
• Attend transporter review meetings and record minutes and action items.
• Assist with month-end PO accruals and prepare accrual schedules.
• Maintain proper filing and document control for contracts, POs, and related documents.
• Prepare ad hoc reports and summaries for management.

Core Competencies & Skills Required
Technical

• Strong numerical/analytical ability (percentages, ratios, variance calculations)
• Advanced Excel (VLOOKUP/XLOOKUP, pivot tables, IF/SUMIFS, basic dashboards)
• SAP/procurement system exposure (SAP)
• Understanding of basic contract terms (SLAs, penalty clauses, Incoterms is a plus)
• Basic understanding of coal logistics (weighbridge processes, moisture content, tonnage, rail vs road haulage)

Behavioural

• High attention to detail and accuracy under repetitive workload
• Strong follow-up discipline and deadline management
• Assertive but professional communication (chasing suppliers/transporters)
• Comfortable escalating issues without being confrontational
• Organized, methodical, good document control habits

KPIs / Performance Measures

• % of POs processed within SLA (e.g., 48 hours)
• PO/invoice match accuracy rate
• Weight variance reporting turnaround (same day/next day)
• Number of unresolved weight variance claims older than 30 days
• Contract renewal alerts issued (100% before expiry, e.g., 60 days prior)
• Transporter scorecards delivered on time (monthly)
• Error/rework rate on reconciliations

6-  2 Year Succession & Development Plan
Year 1 – Foundation & Competence

• Focus: Master the core admin, build systems fluency, establish accuracy and consistency.
• Full onboarding on ERP/PO system and weighbridge/reconciliation process
• Shadow senior staff on transporter contract reviews for first quarter
• Complete internal Excel/data accuracy training
• Independently manage full PO cycle and daily weight reconciliation by month 6
• Begin compiling monthly transporter scorecards unsupervised by month 9
• Milestone review at 12 months: competency sign-off on PO admin, weight reconciliation, and basic contract administration

Year 2 – Growth & Ownership

• Focus: Take ownership of transporter relationship admin and start analytical contribution.
• Lead transporter performance review meetings (with management oversight)
• Take primary responsibility for contract renewal tracking and rate negotiation support
• Introduce/refine variance trend dashboards (moving from manual to automated reporting)
• Cross-train on adjacent function (e.g., basic procurement sourcing or logistics scheduling)
• Contract Management Fundamentals / Commercial Acumen for Non-Commercial Roles
• Milestone review at 24 months: demonstrated ability to manage transporter relationships and identify cost/variance-saving opportunities