Administrator - Operations

Job Advert Summary

To provide comprehensive administrative, operational, debtor management, and office support services to ensure the efficient functioning of the contract/business unit. The role is responsible for maintaining accurate records, managing proof of delivery (POD) processes, supporting payroll and leave administration, coordinating debtor activities, processing financial and operational documentation, and ensuring compliance with company procedures and customer requirements.

Key Responsibilities

Administration and Office Support

• Provide general administrative support to the contract/business unit.
• Prepare reports, registers, schedules, and administrative records as required.
• Maintain filing systems, both electronic and manual, ensuring accurate record keeping.
• Scan, copy, file, and save documentation on approved electronic platforms such as SharePoint.
• Assist employees and managers with administrative queries.

Proof of Delivery (POD) Administration

• Collect, verify, and manage all PODs and trip sheets.
• Ensure trip numbers and supporting documentation are correctly reflected on PODs.
• Monitor outstanding PODs and follow up to ensure completeness.
• Upload PODs onto electronic systems and maintain supporting records.
• Liaise with customers regarding POD requirements and queries.
• Maintain accurate POD registers and tracking schedules.

Time and Attendance Administration

• Verify time and attendance records by reconciling relevant reports.
• Compile daily hours worked and submit weekly payroll inputs.
• Monitor employee leave records and ensure accurate administration.
• Maintain employee attendance and leave records in line with company requirements.
• Assist with payroll-related and administrative employee queries.

Debtors Administration

• Generate and distribute customer statements and invoices.
• Follow up on outstanding payments and overdue accounts.
• Maintain debtor records and ensure customer accounts are accurately updated.
• Reconcile customer accounts and investigate account discrepancies.
• Liaise with customers regarding account queries, payments, and supporting documentation.
• Prepare debtor reports and aged analysis reports for management review.
• Escalate long-outstanding accounts in line with approved procedures.
• Support month-end debtor reconciliations and reporting.

Data Capturing and Record Management

• Capture operational, financial, and administrative information accurately and timeously.
• Update and maintain databases, registers, and reporting systems.
• Ensure documentation is correctly filed, archived, and easily retrievable.
• Maintain confidentiality and integrity of all company records.

Customer Relations

• Build and maintain positive relationships with customers, suppliers, and internal stakeholders.
• Ensure professional and responsive service in all interactions.
• Resolve routine queries and escalate issues where appropriate.
• Support operational teams with administrative and customer service requirements.

Compliance and Governance

• Ensure adherence to company policies, procedures, and document control requirements.
• Maintain accurate records for audit and compliance purposes.
• Support internal and external audits by providing required documentation.
• Ensure all administrative activities are conducted in accordance with company standards.

Educational Requirements

• Grade 12 / Matric (NQF 4).
• Certificate or Diploma in Administration, Finance, Accounting, Business Management, or a related field will be advantageous.

• 1 to 2 years' experience in an administrative role.
• Experience in debtors administration and account reconciliations.
• Experience in payroll input, time and attendance administration, or operational administration would be advantageous.
• Experience in a logistics, transport, distribution, or operational environment would be advantageous.

Competencies

• Planning and Organising
• Attention to Detail
• Customer Focus
• Accountability
• Teamwork and Collaboration
• Communication
• Integrity
• Results Orientation
• Continuous Improvement