Operations Administrator (Controller)

Full Job Description

Job Purpose

Bidvest International Logistics is seeking an experienced Operations Admin Controller to accurately verify waybills, capture data, and manage weekly/monthly invoicing. The ideal candidate will have a background in transport operations and possess strong administrative skills.

Qualifications & Experience

  • Grade 12 or equivalent
  • 2-3 years of administration experience
  • Certificate in Transport or Distribution
  • Experience with Fuel Manager, TNA, Dovetail, and vehicle tracking systems
  • 2-3 years of experience in a transport or distribution environment

Key Responsibilities

  • Efficiently manage the administration of various BPL Transport Departments according to company policies and procedures.
  • Verify captured waybills accurately on TMS in preparation for invoicing.
  • Ensure Ops Admin Clerk/Transport Controllers retrieve all PODs, update TMS, and scan documents to Edocs.
  • Perform sense checks and submit casual labor timesheets for approval by the OPS Manager.
  • Prioritize tasks to meet internal and external deadlines and ensure smooth documentation flow between clients, suppliers, operations, support services, and the admin department.
  • Troubleshoot and resolve any queries.
  • Control the entire operation in the absence of the Transport Coordinator or Controller.
  • Control costs on orders and requisitions to maintain profitability.
  • Assist with general administrative duties as requested by a superior.
  • Ensure TMS waybills are kept current by the Operational team.

Operational Activities

  • Follow up on completed shipments and ensure Ops admin captures data onto TMS.
  • Verify and prepare invoicing schedules for client payment.
  • Ensure operational staff update POD on TMS and scan PODs onto Edocs by client account.
  • Attach all relevant shipment documents required by the client to the invoice.
  • Assist finance staff in resolving invoice queries.
  • Maintain up-to-date filing by the OPS admin Clerk.
  • Collate information and data for reporting purposes.
  • Compile weekly and monthly reports specific to internal processes and clients (KPIs, P&Ls, Journals, etc.).
  • Ensure all waybills are captured on TMS and delivery status is updated.
  • Build and maintain professional relationships with clients and suppliers.
  • Minimize and efficiently resolve problems.
  • Provide accurate information to finance staff at all times.
  • Achieve performance standards by efficiently carrying out duties and tasks.
  • Contribute to the SHERQ program by performing relevant tasks.
  • Support the Operations Manager with reports, operational issues, client visits, and admin functions.
  • Raise Action Requests and follow preventative measures.

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