Administrative Specialist, Operations, Solutions at DSV

Location: ZAF - Port Elizabeth, Uitenhage Rd (Struandale Facility)
Job Posting Title: Administrative Specialist, Operations, Solutions - 38840 
Time Type: Full Time

LOCATION: Struandale, Port Elizabeth

BASIC MINIMUM REQUIREMENT : Matric or equivalent

TERTIARY QUALIFICATION : ADVANTAGEOUS - Finance/ Accounting / Administration Certificate

COMPUTER LITERACY LEVEL : MS Suite - Intermediate

ADDITIONAL COMPUTER SKILLS :

•     SAP ERP / Webcost / ICS or similar systems
•     Microsoft Office (Outlook, Excel)
•     DSV WMS (advantage)
•     DSV Recap System (advantage)
•  

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 logistivs environment;
• Min 3 years’ 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

ADDED ADVANTAGES :

•     Ability to liaise directly with internal and external client clearly and professionally
•     Ability to work in a team and be a good team player
•     Able to work with minimum supervision
•     Effective communication skills
•     Experience in warehousing environments
•     Must be able to meet all deadlines. 
•     Team Player
•     Organized
•     Deadline Driven
•     Reliable
•     Attention to detail & accuracy essential 
•     Neat work results
•     Analytical and problem-solving skills
•     Understanding of warehousing & production environment 
•     Knowledge of QMS (Quality Management System) & SHEQ (Heath, Safety, Environment & Quality)  WMS, ERP and financial systems experience

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 records 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
 

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 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 
• 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&L’s 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