Job Advert Summary
It is the Responsibility of the Administrative Officer to provide strong administrative support to Distribution and Recon Department, ensuring efficiencies and accuracy in the department whilst providing support to the Distribution Manager.
Minimum Requirements
- Matric.
- A Finance / Business Admin Tertiary Certification would be beneficial.
- Previous work experience in a similar role.
- Must have strong Excel skills.
- A valid drivers licence would be beneficial.
Duties and Responsibilities
Administer Driver Recons
- Oversee Recon Clerks and assist when needed.
- Process the settled and unsettled routes.
- Ensure correct Route settlements are done daily.
- Check Route recaps mistakes made by Clerks daily to allows for fixing the same month.
- Do RMA route settlement, check & correction.
- Ensure that all outstanding recons is done daily.
- Follow up on outstanding jobs not received, older than 24 hours.
- Update GRV on system.
- Assign Re-Supply invoices.
- Resolve queries from System Support & Metrofile timeously.
- Administer Driver Ledger
- EFT Payment Allocation control.
- Daily allocation of EFT payments on Bank statement and generate EFT payments journal is done by Ledger Clerk.
- Unallocated payments have been allocated in the same month, the payment reflects on the bank statement.
- Debtors Control.
- Verifying the accuracy of invoices and other accounting documents or records.
- Compile & Maintain Accurate Debtors reporting daily i.e. COO Driver DAILY BALANCING.
- Reconcile Customer accounts where outstanding payments are due.
- Generate Statements on Excel & Send final customer statements to Debtors via email for payments.
- Follow up telephonically where the customer has no email.
- Place accounts on HOLD where invoices older than 3 days have not been paid.
- Updated the ACCOUNTS on HOLD Report timeously for reporting to Administrative Manager every Monday.
- Escalate problem accounts to Team Leader to assist in following up on Ledger Control.
- Reporting on Outstanding EFT’s is done daily.
- Oversee Ledger Clerks and assist when needed.
- Reconcile and resolve discrepancies on Driver accounts via journal.
- Driver cash short’s are checked and reported to Distribution daily.
Administer Cash Office
- Receive completed Cash up documentation from Cash office clerks daily.
- Resolve queries from Head office or Administrative Controller regarding Cash office processing
Providing Support
- Assist Recon clerk where help is needed.
- Assist Ledger Clerk when needed.
- Assist Administrative Controller and Admin Manager when needed.
- Assist Delivery managers with queries.
- Seals Register.
- Driver deposits on ERMS.
- Print Bank Deposits daily.
- Daily EFT – keep copies of invoices: Search - reflected on bank statement.
- Filling of Deposits of all documents.
- Upkeep Stock -Books / Bags /Seals.
General Administration: (Sales and Masakhane included).
- Responsible for Bestime / Attendance Register / Overtime for Salaries Month End (Branch & Merchandisers).
- All aspects of HR form completion, typing, submission and filing.
- Sit in / Minute Personnel Discussions.
- Up-keep of All Personnel Files / Archive Distribution/ Merchandisers.
Branch Administration
- Sit on EE Forum / SS Meetings / Safety Meetings when scheduled.
- Complete minutes when necessary.
- Order / Monitor Stationery.
- Order / Monitor Sundry Stores.
- Maintain Petty Cash Record and sort out issues.
- Record of Pantech Postage.
- Complete new Customer Account Applications when requested.
- Responsible for Creditors Payments / Register / filing.
- Monitor Copier / Log calls Faults & Replenishments.
- Monitor General Housekeeping.