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    • Administrative Specialist, Business Support - Centurion - DSV - Global Transport and Logistics

    DSV - Global Transport and Logistics
    DSV - Global Transport and Logistics Centurion

    1 month ago

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    Description
    Job Title: Administrative Specialist, Business Support

    About 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 supporting budgeting, forecasting, and reporting processes, and implementing process improvements to enhance financial controls and efficiency.

    Main Responsibilities:

    1. 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.

    2. 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.

    3. 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.

    4. 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.

    5. 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 to Admin Supervisor.

    6. 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.

    7. 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&Ls 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.

    8. 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.

    9. 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.


    Requirements:

    • Solid understanding of financial operations and procedures;

    • Excellent communication and interpersonal skills;

    • Able to work effectively in a fast-paced environment;

    • Highly organized with attention to detail;

    • Familiarity with SAP ERP and Microsoft Office;

      Preferred Requirements:

      • National Diploma in Accounting/Finance;

      • Completed or studying towards a bachelor's degree in finance/accounting;

        What We Offer:

        • Competitive salary and benefits package;

        • Opportunities for career growth and development;

          Disclaimer: Due to the high volume of applications received, only shortlisted candidates will be contacted. Should an external candidate not hear from us within four (4) weeks following their application, they should consider their application unsuccessful. Strictly fair and non-discriminatory selection procedures will be followed. We use Affirmative Action (AA) measures in an endeavor to redress the disadvantages in employment experienced by designated groups. Where possible, preference will be given to candidates from the designated groups as defined in the Employment Equity Act and in line with DSV's Employment Equity plans. DSV reserves the right to defer or close a vacancy at any time.
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