Admin & Accounts Manager

Duties & Responsibilities

Debtors

• Daily invoicing of workshop and reefer production records

• Weekly invoicing of full depot report

• Accrual – unrecorded sales

• Checking totals of daily production to job cards ensuring the rates are correct

• First gate in record and last gate in record – copies of monthly empty and full containers services on request

• Record daily job cards – reasons for not being invoiced

• Complete debtors daily checklist

• General debtors queries

Creditors

• Attaching and checking all orders have the same amounts and have the necessary information

• Making surreal invoices have the goods received notes attached and agree

• Once the Depot Manager has authorized the invoices for payment, split and sent to head office for payment

• Follow up on unpaid invoices

• Accruals – unpaid invoices

Stock

• Ensuring the variance report (Cps76) is reconciled before closure of the month end

• Printing of stock reports

• Monthly reconciliation of stock to general ledger

• Capturing and reconciling the GRV to Map 14 creditors ledger

• Journalize and accruals for the reconciliation of stock

• Journalizing the usage per month after being reconciled

• Ensure GRV books are recorded in sequential order (Dates and number sequence)

• General stock queries from Head Office

Buying (Admin, Workshop, Reefers, Fleet)

• Get quotes and get authorized by depot manager

• Request order numbers from Fleet

• Received order and send off to suppliers

• Received GRN and delivery to attach to invoice and send to head office

• Check and authorize stock bulk order for workshop and reefers on the purchasing system after the depot manager has authorized the stock request list

• Fleet and Admin are requested separately.

Assests Management

• Ensures that all assets are accounts for using the asset register on request from head office.

Time and Attendance

• Monitor staff time and attendance to ensure accuracy and compliance.

• Share shift schedules promptly with all relevant staff members.

• Track and manage staff overtime to keep hours within acceptable limits.

Desired Experience & Qualification

Education

• Grade 12 / Matric

• Diploma or Degree in Accounting, Finance, or Business Administration – Advantageous

Experience

• Minimum of 5 years’ experience in finance or administration, preferably within a logistics, transport, or depot operations environment

• Experience in debtors and creditors management, stock control, and procurement processes

• Exposure to financial reporting, reconciliations, and month-end processes –

Technical Skills

• Proficient in MS Excel and other Microsoft Office applications

• Experience with ERP or depot management systems (e.g., SAP, Cargowise, or similar) – Advantageous

• Sound understanding of accounting principles, accruals, and reconciliations – Advantageous

Competencies

• Excellent attention to detail and numerical accuracy

• Strong organizational and time management skills

• Ability to analyze data and resolve financial or administrative discrepancies

• Effective communication and interpersonal skills

• High level of integrity, accountability, and confidentiality

Other Requirements

• Valid driver’s license and reliable transport – Advantageous

• Willingness to work extended hours during month-end or audit periods when required.