Administration Controller

About Vector Logistics

Vector Logistics is a respected partner in Supply Chain and Sales & Merchandising, committed to enhancing business performance through an integrated, temperature-controlled network across Southern Africa. We take pride not just in our advanced technology and infrastructure, but primarily in our talented and motivated team. Our unique multi-temperature vehicles allow us to deliver frozen, chilled, and ambient products in a single trip, providing tailored solutions to our clients.

Job Purpose

The primary role of the Administration Controller is to oversee and ensure the precision of daily stock movements and confirm timely receipt of payments.

Key Duties and Responsibilities

• Receive and verify daily physical stock counts from the Goods Received Voucher (GRV) Clerk, cross-checking against SAP reports; initiate recounts when discrepancies arise.
• Analyze sales reports to support the reconciliation process and submit final reconciliations to the Warehouse Controller with proper documentation.
• Manage trip reconciliation by printing and resolving stock variance reports and general ledger accounts; coordinate with warehouse teams for investigations and stock adjustments.
• Ensure GRV Clerks complete trip reconciliations and forward documentation for credit memo processing within SAP.
• Confirm that customers have received shipments, activate credits for identified discrepancies, and reconcile Cash on Delivery (CoD) payments, reporting any financial imbalances to the Transport Controller and Logistics Manager as necessary.
• Regularly review CoD credit blocks and releases, identify customers who delay payments, and handle credit block management efficiently every thirty minutes.
• Prepare necessary reports and supervise physical stock counts during stock take events, ensuring completed reports are delivered to management and properly archived.
• Retrieve and post manual journal documents in SAP, verifying accuracy of affected accounts and amounts.
• Investigate invoice discrepancies, reconcile where possible, communicate with customers, and issue corrected invoices as needed.
• Collaborate with the Senior Clerk to verify banking deposit slips and report and investigate any discrepancies found.
• Handle and resolve queries related to accounts and Cash on Delivery transactions through thorough investigation and validation of documentation.
• Demonstrate strong ownership and time management by planning, prioritizing, and meeting quality and productivity standards; communicate risks or delays promptly.
• Support team development by participating in trainings, conducting performance appraisals, and fostering a cooperative work environment.

Performance Indicators

• Accuracy and coverage of stock counts and stock take activities.
• Precision in trip and shipment reconciliations.
• Exactness of banking processes.
• Effective and timely resolution of queries.
• Accuracy and prompt posting of parked documents.

Key Internal Relationships

• Warehouse teams
• Sales departments
• Information Technology (IT) division

Qualifications and Experience

• Mandatory completion of Matric certificate.
• Diploma in Business Administration or equivalent.
• Two to three years of relevant experience in a similar administrative role, preferably within the FMCG sector.

Required Skills and Competencies

• Strong verbal and written communication skills.
• Proficiency in computer literacy and report writing.
• Interpersonal skills with logical thinking and problem-solving capabilities.
• Decisive and able to make critical decisions as needed.
• Familiarity with Vector operations and SAP system functionality.

Personal Attributes and Behavioural Standards

• Demonstrates fundamental excellence and accountability.
• Displays respect, integrity, curiosity, and openness to change.
• Able to work efficiently under stress, prioritize tasks, and maintain attention to detail.
• Proactive and assertive with strong organizational awareness and technology utilization.
• Committed to teamwork and exceeding client and colleague expectations.

Additional Information

Vector Logistics promotes employment equity and supports diversity and inclusion in the workplace. Preference is given to candidates from designated groups per the company’s equity plan. Applicants not contacted within three to four weeks of submission should consider their application unsuccessful. Ongoing interest in future opportunities is encouraged.