Administration Controller

About Vector Logistics

Vector Logistics operates as a supply chain and sales & merchandising partner, enhancing business value through a fully integrated, temperature-controlled logistics network across Southern Africa. Their innovative fleet includes multi-temperature vehicles capable of servicing frozen, chilled, and ambient goods within a single delivery, reflecting their commitment to advanced technology and quality service. The people behind Vector are regarded as their most important asset, placing skilled and proactive personnel at the forefront of operations.

Job Purpose

This role is responsible for overseeing accurate daily stock movements and ensuring timely receipt of payments within the supply chain framework.

Primary Responsibilities

• Receive daily physical stock counts from the Goods Received Voucher (GRV) Clerk and reconcile these against SAP system reports, prompting recounts in cases of notable discrepancies.
• Generate sales reports to assist in the stock reconciliation process and file reconciliation documents with the Warehouse Controller.
• Manage trip reconciliation by printing variance and ledger reports, coordinating warehouse investigations into discrepancies, and ensuring timely completion of trip reconciliations and credit memo processing within SAP.
• Verify shipment receipts from customers, activate credit notes for identified inconsistencies, reconcile Cash on Delivery (CoD) payments with driver receipts, and escalate any substantial shortages or unresolved invoice issues to management and logistics supervisors.
• Monitor CoD credit block statuses, identify delinquent customers, and administer the activation and release of blocks regularly throughout the day.
• Supervise stock takes by printing necessary SAP reports in advance, overseeing physical counts, reviewing reports prior to release, and consolidating stock documentation for record-keeping.
• Manage the posting of parked documents by manually entering journal entries in SAP, ensuring correct account debits and credits.
• Conduct mass exception reporting by assessing invoice discrepancies, investigating and rectifying as needed, notifying customers, and re-invoicing where applicable.
• Work with senior clerks to verify bank deposits made by cashiers, report discrepancies to management with proper documentation, and investigate shortages against driver pay-in slips.
• Lead query resolution for accounts and CoD issues by collecting relevant documents, verifying query validity, and providing appropriate solutions.
• Exhibit strong ownership, prioritization, and self-management in task execution, maintaining quality and productivity standards, communicating risks and resolutions promptly, and fostering a supportive team environment.
• Promote ongoing training, development, and performance appraisal participation aligned with business objectives.

Key Performance Indicators (KPIs)

• Accuracy and thoroughness of stock counts and stock takes.
• Precision of trip and shipment reconciliations.
• Reliability in banking and query resolution.
• Timely posting of parked documents.

Key Interactions

• Internal collaboration with Warehouse, Sales, and IT departments.
• No external stakeholder engagement specified.

Qualifications and Experience

• Completion of Matric qualification.
• Diploma in Business Administration.
• At least 2 to 3 years of relevant experience in a comparable role, preferably within the Fast-Moving Consumer Goods (FMCG) sector.

Skills and Competency Profile

• Fundamental brilliance in operational basics and facing challenging realities.
• Strong cross-functional collaboration and integrity-driven leadership.
• Curiosity to drive change and accountability for outcomes.
• Proficient knowledge of Vector operations, SAP, and administrative systems.
• Effective verbal and written communication, computer proficiency, report writing, interpersonal skills, logical reasoning, problem-solving, and decision-making abilities.
• Assertiveness, stress tolerance, meticulous attention to detail, deadline orientation, ability to prioritize, adept use of technology, and organizational awareness.

Additional Information

Vector Logistics is committed to Employment Equity principles and fostering a diverse and inclusive workplace, prioritizing candidates from designated groups according to its Employment Equity Plan. Applicants who are not contacted within 3 to 4 weeks should consider their application unsuccessful but are encouraged to remain connected with future openings aligned to their skills and careers.