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Administrative Specialist, Business Support

Administrative Specialist, Business Support

DSVZA
6 days ago
Job description

Job title : Administrative Specialist, Business Support

Job Location : Gauteng,

Deadline : October 23, 2025

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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
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