Administration Controller - Bidvest International Logistics

Job Purpose

To ensure that the management of assets is in accordance with company policy and cashbook / general ledger tasks are processed with due diligence and care, reporting any findings and concerns back to the Assistant Financial Manager.

Key Responsibilities

FIXED ASSETS

• Review and obtain approval of capex application and completion of related capex orders.
• Review Capex invoices before processing of payment.
• Vote registers to be maintained and updated.
• Prepare take on forms for processing on the asset register, ensuring correct description, Cost, residual value, depreciation and Wear and tear rates.
• Prepare scrapping and disposals forms for processing on the asset register, ensuring correct disposal values and offers are in line with company requirements.
• Review and obtain approval of scrapings and disposals and ensure valid business reasons are listed and understood.
• Prepare WIPS recon and ensure validity of entries.
• Ensure fixed asset clearing account is cleared monthly.
• Follow up and query resolutions in a proactive manner.
• Perform Support team asset verifications.

CASH BOOK / GENERAL LEDGER

• Reconciliation of the Cash book.
• Preparation of Petty Cash and Main Bank Recons.
• Preparation of selected Balance sheet recons/movement recons and clearing of queries.
• Quality check support services supplier invoices for validity and accuracy.
• Allocation of courier costs to the various facilities.
• Collate and batch all supplier invoices as received for Support Services and follow up accordingly on any related queries.
• Ensure that invoices that are authorised will be paid in accordance to terms, or the last day of the month, if 30 day terms.
• Preparation of expense accruals journal for support services.
• Ensure the Interbranch account is cleared and invoices allocated to the correct departments.
• Preparation of expense claim reallocations where necessary.

GENERAL DUTIES

• Month end closure - preparation of journals for support services and the balance sheet.
• Claims - Preparation of Insurance Invoices and Cash book Receipts.
• Issuing of Order books to the various facilities as and when required.
• Have a thorough knowledge of the facilities and services offered by the Finance Department and to provide support to facilities where necessary.
• Maintain confidentiality of data/reports.
• Perform all related filing/archiving and ensuring that the filing room is kept neat at all times.
• To maintain at all times, the highest standard of professionalism, appearance, and social skills, according to the company policy.
• Attend training as and when required.
• Be available to work overtime if required.
• Assist with Ad hoc projects/ Management / Auditors' requests as and when required.
• Completion of tasks in accordance with company procedures and highlight any areas of improvement to management.

Qualifications & Experience

• Matric.
• Minimum of two years’ work experience in a Finance role.
• Relevant finance diploma or degree would be beneficial.
• Previous work experience in a Logistics environment would be beneficial.
• General understanding of asset management.
• Strong knowledge of the VAT act.