Administrative Specialist, Business Support

Location: Kempton Park
Job Posting Title: Administrative Specialist, Business Support
Time Type: Full Time

Minimum Requirements

Essential: Matric, National Diploma in Finance or similar

Intermediate Computer Literacy Level in MS Word, Excel, PowerPoint and Outlook

SAP ERP / Webcost

Audit to Pay tools

Job Related Requirements 

Commercial & financial: Sound general financial acumen and experience in adherence to budget and service level agreements.

People skills including interaction with various departments and levels in business (min 1-year experience).

Communication, diversity & stress management skills to successfully work with all levels, age groups and cultures of people – both internal and external.

Supporting and Co-operating including working well with people and adhering to ethics, principles and values.

Organising and executing which includes planning, organising, delivering results & adhering to processes & procedures within defined job description.

Operational Min 1 year/s experience assisting with Ops Admin, including query management, client liaison, general reports including KPI’s, daily stats in a logistics environment.
Min 1 year experience in warehouse operations and/or related finance support

Reliable transportation to work

English Communication - clear and professional use of the English language in written and verbal mediums.

High quality of work - accurate, complete and thorough content in neat and easy to understand format.

Process improvement – identify and implement improvements to streamline financial processes by reducing time, enhancing accuracy and reducing costs.

Added Advantages for the role

Understanding of warehousing & logistics environment 

WMS, ERP and financial systems experience

Completed or studying towards a bachelor’s degree in finance/accounting

Main purpose of the role

The administrator will oversee day-to-day financial operations, ensuring accurate and timely processing of financial transactions, compliance with regulatory standards, and maintenance of financial records. This role involves reporting processes and implementing process improvements to enhance financial controls and efficiency.

Duties and Responsibilities

Invoicing

• Invoicing within a highly pressurized environment to a Corporate Customer base (Invoice management and execution)
• Follow up with customers and transporters to ensure that all invoicing/POs are received
• Accurate invoicing to be done to Customer’s once all supporting documents and checks have been finalized
• Credit notes to be captured and processed in correct periods
• Verification of invoices received and data validation       

Webcost

• Review all coding and ensure first time right
• Adhere to webcost timelines
• Review Web query report weekly and action queries
• Raise Web queries timeously where necessary
• Follow up on credit notes / invoices etc from suppliers
• Escalate any supplier concerns Business Support manager

Financial Reporting/Analysis           

• Ensure all financial reports are reviewed, investigated, and signed off by Business Support Manager
• Report all anomalies to Business Support Manager
• Respond to P&L queries timeously and investigate where necessary
• Review P&Ls and submit journals to Shared Services
• Review P&Ls with branch manager monthly

Other

• Resolve queries that may arise in the period that it occurs
• Meet month end cut offs and deadlines
• Design, create and maintain relevant SOP’s, Work Instructions etc. for Customer specific requirements and processes
• Follow ups with the finance team to ensure payments received on time from Customers
• Internal KPI’s and timelines to be met and to have a deep understanding and execution of contractual SLAs & KPI’s
• Ensure all supporting documentation are uploaded onto the internal invoicing system
• Develop a strong, trusting relationship with customers and transporters
• Adherence to HSE compliance and responsibilities
• Adherence to tasks not stipulated in job profile i.e., audit compliance, adhoc duties due to operational requirements.
• Maintain various reports in line with KPI and contractual obligations.
• Ensure client queries are managed daily and necessary escalation and issue resolution is addressed within the agreed timelines
• Training and roll out of change management processes
• Ensure on going performance measurement, systems and metrics are used and in line to service excellence and client centricity
• Consistently reviewing data to identify areas of improvement to support the overall services and development

DSV – Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let’s grow together as we continue to innovate, digitalise and build on our achievements.

With close to 160,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers’ needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you. 

At DSV, performance is in our DNA. We don’t just work – we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward-thinking company – this is the place to be.

Start here. Go anywhere

Visit dsv.com and follow us on LinkedIn and Facebook.

Disclaimer: Due to the high volume of applications received, only shortlisted candidates will be contacted. Should an external candidate not hear from us within four (4) weeks following their application, they should consider their application unsuccessful. Strictly fair and non-discriminatory selection procedures will be followed. We use Affirmative Action (AA) measures in an endeavor to redress the disadvantages in employment experienced by designated groups. Where possible, preference will be given to candidates from the designated groups as defined in the Employment Equity Act and in line with DSV’s Employment Equity plans. DSV reserves the right to defer or close a vacancy at any time. 

Apply now