Operations Administration Controller at Bidvest International Logistics

Qualifications & Experience

• Grade 12 or equivalent
• 2-3 years Administration experience
• Certificate in Transport or Distribution
•  Fuel Manager/ TNA/ Dovetail/ Vehicle tracking systems experience
• 2-3 years Transport/Distribution environment experience

Key Responsibilities

• To efficiently and effectively fulfil the requirements necessary for the administration of various BPL Transport Depts according to the companies policies and procedures
• Responsible for verifying captured waybills accurately on TMS in preparation for invoicing
• Ensure Ops Admin Clerk/Transport Controllers retrieve all POD's and updated on TMS and scanned to Edocs 
• Responsible for sense check and submission of casual labour timesheets for approval by the OPS Manager 
• Prioritise work and manage time to ensure a steady output in order to meet both internal and external deadlines.
• Control the documentation flow to ensure a smooth flow of documents between clients, suppliers, operations, support services and the admin department.
• Trouble Shoot and resolve any queries that may exist.
• Control entire operation in the absence of the Transport coordinator or controller
• Control costs on orders requisitions passed to maintain profitability
• Assist with general admin duties as requested by superior.
• Ensure that TMS waybills are kept live by the Operational team 

Operational Activities

• Follow up on shipments completed and ensure Ops admin captures onto TMS
• Verify and prepare invoicing schedules for payment by the client
• Ensure Operational staff - POD on TMS . Scan POD's onto Edocs by client account.    
• Ensure that all relevant documents related to each shipment that is required by the client is attached to invoice.
• Assist Finance staff in resolving queries that may exist with invoices raised and resolve where possible.
• Ensure filling is kept up to date by the OPS admin Clerk
• Assist with collating information and data for reporting purposes.
• Compile weekly and monthly reports specific to internal processes and clients (KPI's, P&L's, Journals etc.)
• Ensure that all waybills are captured on TMS and the delivery status is updated.
• Build and maintain professional but cordial relationships with all clients and suppliers.
• Minimise problems and resolve them quickly and efficiently.
• Provide finance staff with accurate information at all time.
• Ensure that performance against standards is achieved by efficiently/effectively carrying out duties and tasks of the job.
• Contribute to the sherq programme by performing all relevant task associated.
• Support Operations Manager upon request with reports, operational issues, client visits and admin functions
• Ensure that Action Requests are raised and preventative measures followed.

Skills & Competencies

Knowledge:

• Should have a basic understanding of transport industry, operational processes, documentation, vehicles combinations utilised, container depots etc.
• Understand and is able to apply the required safe work procedures / maintains safe working practices in the admin office.
• Understand the requirements of Health and Safety legislation.
• Understand the SHE management systems.
• Understand the requirements of Labour Legislation
• Understand operational functions and fullfill if needed
• Has a working knowledge of the company’s HR Policies and Procedures.

Skills:

• Ensure that duties and tasks are efficiently completed.
• Able to communicate effectively at all levels (staff, management, supplier and client).
• Able to effectively deal with client and supplier requests/complaints (effective verbal communication skills).
• Able to use a computer – MS Word / e-mail / Excel/ TMS/edocs/Bandit/fuel manager
• Able to participate in the accomplishment of team goals.