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.