Senior Admin Controller

at Bidvest Panalpina Logistics Careers
Location Durban, South Africa
Date Posted August 13, 2019
Category Administration
Job Type Full-time

Description

Job Title Senior Admin Controller Department Warehousing Office / Facility Super Terminal Jacobs Reporting To General Manager Job Type Classification Permanent Location - Country South Africa Location - Province KwaZulu-Natal Location - Town / City Durban Job Purpose - Attends to all Finance administrative functions as per instruction from superior.
- Adheres to all BPL policies and procedures.
- Ensures that all deadlines are met in accordance with the various cleint agreements as provided
for in the individual SLA's and Scope of Works.
- Ensures that all deadlines are met in accordance with Finance at Support Services.
- Maintain health and safety regulations and cleanliness of workstation.
Qualifications & Experience - Matric level of education.
- Minimum Diploma in Accountancy.
- Good accounting and administration skills and attention to detail.
- Financial Controls.
- High level of Computer Literacy (MS Office & Cargowise One).
- Auditing Knowledge.
- Warehousing, Shipping, Logistics Transport Knowledge.
- Proven Staff Management Experience;
- Exposure to all aspects of Stock Control;
- Customer Services Experience;
- Exposure to ISO and OHSAS systems.
- Ensuring confidentiality of data, reports and access to system.
Key Responsibilities PLANNING AND ORGANISING
- Preparation of Budgets in consultation with Management & dept. heads.
- Authorize order requisitions under R10k - Ensure that vendors are on ASL/Expenditure in line with budget.
- Checking & signing invoices - Order requisition is approved by management/Invoices are in order.
- Checking accrual listings & monthly cost schedules.
- Preparation of Forecasts in consultation with Management & dept. heads.
- Preparing quotes on enquiries for warehousing & recording in proposal register.
- Ensuring that required documentation is completed for take-on of new service providers & customers.
- Attending to customer & service provider queries.
- Setting up invoicing spreadsheets for admin clerks on excel.
- Checking OE-7 forms before capturing on Cargowise One.
- Checking proformas before confirming on Cargowise One.
- Ensure that all clients are invoices are sent out timeously;
- Preparing OE8s for credit notes
- Collating & Checking invoicing info for Oceana Brands for invoicing
- Following up on outstanding debtors.
- Checking CHEP invoices - recons are done/pass on charges are recovered from OB.
- Compiling revenue list with Admin clerk.
- Checking expense accruals before submission to head office.
- Preparing reversible & non-reversible journals for month.
- Ensuring inter-department revenue/costs are processed.
- Reconcile Ops statement/GL and do necessary adjustments if required.
- Compile monthly stats reports/Revenue analysis/Management report/Report for the Commercial Manager.
- Prepare quarterly Board report.
- Monitor claims & ensure correct procedures are followed for reporting/provision/processing of invoices.
- Bi-annual asset verifications/disposals/transfers.
- Preparing Capex forms.
- Checking Petty cash reconciliations.
- Internal auditing of ISO procedures.
- Ensures that all financial requirements are met as per deadlines;
• Eikos
• Lucky Star “Champion” – Invoicing and Claims for
all WHSE facilities
• Check all invoices to stock reports and rate
structures
• Monthly Diesel Recon
• Forecast and Flash with commentary
• Review income statements
• Assist in EC audits
• Approve all items prepared by Clerks

PERFORMANCE MANAGEMENT
- Reviews performance of individuals against set requirements on a annual basis;
- Be prepared to counsel/discipline employees as and when the need arises;
- Identifies training needs and employees with potential for advancement on the Basis of work
performance.
- Manage absenteeism in accordance with company procedures.

INDUSTRIAL RELATIONS
- Initiates inquiries (ensuring substantive and procedure fairness);
- Addressing of staff problems, queries and grievances timeously according to applicable procedure,
anticipate possible conflict and takes preventative actions;
- Ensure that the company's policies are articulated (summarized) for employees to understand.

BUILDS TEAMWORK
- Sets clear objectives, targets and standards and gives performances feedback with necessary
corrective measures were required;
- Conduct regular meetings with employees (at least monthly) to brief on workload and current issues.
-Action suggestions and complaints of staff

UTILIZATION OF EQUIPMENT AND MATERIALS
- Monitors and actions employees' performance according to guidelines;
- Ensure optimal utilization of time and resources;
- Ensures that maintenance and running costs do not exceed budget.

HOUSEKEEPING, SAFETY, SECURITY, QUALITY ASSURANCE
- Communicates standards of housekeeping to staff and takes appropriate action when standards are
not adhered to;
- Ensures adherence to guidelines stipulated in OHSA, and BPL SHERQ Department as well as
ISO 9001 Quality Standards.
- Ensures confidentiality of the job requirement is maintained at all time;
- Ensures that Quality assurance procedures are strictly adhered to. Review procedures at planned
intervals escalate the necessary changes, and ensure changes in operations that impact on the
- Procedures is amended and conduct training on the amendments;
- Ensure that job descriptions are defined, reviewed, amended, consulted with and signed off;
- Attend and participate in monthly Management Meetings.

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