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.