Job Description

Bidvest International Logistics seeks to employ an experienced Operations Admin Controller who will be responsible for the accurate verification of waybills capturing and weekly/monthly invoicing. The successful candidate will have transport operational experience as well as strong administrative skills.
Qualifications & Experience*Grade 12 or equivalent*2-3 years Administration experience*Certificate in Transport or Distribution

• Fuel Manager/ TNA/ Dovetail/ Vehicle tracking systems experience

*2-3 years Transport/Distribution environment experience
Key ResponsibilitiesKey Responsibilities*To efficiently and effectively fulfil the requirements necessary for the administration of various BPL Transport *Depts according to the companies policies and procedures.
*Responsible for verifying captured waybills accurately on TMS in preparation for invoicing
*Ensure Ops Admin Clerk/Transport Controllers retrieve all POD's and updated on TMS and scanned to Edocs
*Responsible for sense check and submission of casual labour timesheets for approval by the OPS Manager
*Prioritise work and manage time to ensure a steady output in order to meet both internal and external *deadlines. Control the documentation flow to ensure a smooth flow of documents between clients, suppliers, *operations, support services and the admin department.
*Trouble Shoot and resolve any queries that may exist.
*Control entire operation in the absence of the Transport coordinator or controller
*Control costs on orders requisitions passed to maintain profitability
*Assist with general admin duties as requested by superior.
*Ensure that TMS waybills are kept live by the Operational teamOperational Activities*Follow up on shipments completed and ensure Ops admin captures onto TMS
*Verify and prepare invoicing schedules for payment by the client
*Ensure Operational staff - POD on TMS . Scan POD's onto Edocs by client account.
*Ensure that all relevant documents related to each shipment that is required by the client is attached to invoice.
*Assist Finance staff in resolving queries that may exist with invoices raised and resolve where possible.
*Ensure filling is kept up to date by the OPS admin Clerk
*Assist with collating information and data for reporting purposes.
*Compile weekly and monthly reports specific to internal processes and clients (KPI's, P&L's, Journals etc.)
*Ensure that all waybills are captured on TMS and the delivery status is updated.
*Build and maintain professional but cordial relationships with all clients and suppliers.
*Minimise problems and resolve them quickly and efficiently.
*Provide finance staff with accurate information at all time.
*Ensure that performance against standards is achieved by efficiently/effectively carrying out duties and tasks of the job.
*Contribute to the sherq programme by performing all relevant task associated.
*Support Operations Manager upon request with reports, operational issues, client visits and admin functions
*Ensure that Action Requests are raised and preventative measures followed.
Skills & CompetenciesKnowledge:
Should have a basic understanding of transport industry, operational processes, documentation, vehicles combinations utilised, container depots etc.Understand and is able to apply the required safe work procedures / maintains safe working practices in the admin office.
Understand the requirements of Health and Safety legislation.
Understand the SHE management systems.
Understand the requirements of Labour Legislation
Understand operational functions and fullfill if needed
Has a working knowledge of the companys HR Policies and Procedures.
Skills:
Ensure that duties and tasks are efficiently completed.
Able to communicate effectively at all levels (staff, management, supplier and client).
Able to effectively deal with client and supplier requests/complaints (effective verbal communication skills).
Able to use a computer - MS Word / e-mail / Excel/ TMS/edocs/Bandit/fuel manager
Able to participate in the accomplishment of team goals.

Bidvest International Logistics