Administration Controller - Vector Logistics

Job Purpose

To control and oversee the accuracy of stock movement on a daily basis and ensure that payment is received timeously.

Key Responsibilities

Stock Reconciliation Control

• Receive the physical count on a daily basis from GRV Clerk.
• Compare the physical count with the SAP report.
• Ensure that stock is recounted in the case of a significant discrepancy.
• Run a sales report in order to understand sales activity supporting the reconciliation process.
• Submit reconciliations to the Warehouse Controller and ensuring that they are filed for record purposes.

Trip Reconciliation Control

• Print and clear stock variances reports and general ledger accounts.
• Obtain a daily variance report from SAP and ensure that the warehouse investigates accordingly and adjusts the stock.
• Ensure that trip reconciliations are completed by the GRV Clerk and sent to the Administration Clerk for promotion of a credit memo onto SAP.
• Receive the credit memo in order to create a credit note.

Shipment Reconciliation

• Check that stock has been received by the customer.
• Activate a credit in the event of discrepancies identified.
• Check for money differences ensuring that all cash on delivery (CoD) documents are balanced back to the driver’s money.
• Report imbalances stemming from the driver to the Transport Controller and Supervisor.
• Inform the Logistics Manager in the event of major shortages that include 20 cases or more.
• Hand over unsigned invoices to the Transport Controller and Supervisors for further investigation.

COD Customer Control

• Check COD credit blocks and releases regularly.
• Identify customers that are not paying on time.
• Take responsibility for activating and releasing blocks every half hour.

Stock Take Control

• Print reports (SAP) before stock take.
• Oversee the physical count of stock.
• Hand over completed report to management for perusal before release.
• Run reports after the stock take.
• Consolidate all stock sheets into the file for record purposes.

Parked Documents Posting Control

• Retrieve documents from relevant person regarding journal and posts manually in SAP.
• Check that values correspond and the account is debited and credited correctly.

Mass Exception Reporting

• Check for discrepancies on invoices.
• Investigate the discrepancies by checking invoices against the actual report.
• Make alterations where necessary and notify the customer accordingly.
• Re–invoice the customer when discrepancies are identified.

Banking Control

• Check in collaboration with the Senior Clerk the previous night’s deposit slips banked by the cashiers.
• Report any discrepancies to the appropriate manager by physically handing over the deposit slip.
• Investigate shortages by checking against the pay-in-slip of the driver to ascertain the problem.

Queries Resolution

• Conduct an investigation into queries for accounts and Cash on Deliveries.
• Request relevant documentation and check if the query is valid.
• Resolve the query as appropriate.

Team Coordination

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritising and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and clients’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilising available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.
• Participate in regular performance appraisals and ensure that own targets and goals are clear and achievable.

KPI’s

• Stock count coverage and accuracy.
• Trip reconciliation accuracy.
• Shipment reconciliation accuracy.
• Banking accuracy.
• Stock take coverage and accuracy.
• Query resolution.
• Accuracy and promptness of posting parked documents.

Key Relationships

Internal

• Warehouse.
• Sales.
• IT.

External

• None.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Matric.
• Diploma in Business Administration.
• Minimum of 2 - 3 years relevant work experience is required in a similar role.
• Experience within an FMCG environment would be advantageous.

Skills and Competencies

Behaviour Standards

• Be brilliant at the basics.
• Face the brutal facts.
• Smash the silos.
• Lead with integrity, respect and energy.
• Be curious and challenge change.
• Take accountability for results and people.

Knowledge

• Vector operations.
• SAP.
• Administrative systems.

Skills

• Verbal and written communication.
• Computer literacy.
• Report writing.
• Interpersonal.
• Logical thinking.
• Problem solving.
• Decision-making.

Attributes

• Initiative and assertive.
• Tolerant of stress and pressure.
• Attention to detail.
• Deadline driven.
• Able to priorities.
• Able to leverage technology.
• Organisational awareness.