Administration Controller

Who We're Looking For

• Innovative, ambitious individuals ready to shape the future of e-commerce logistics. At TFS, "Uniquely You" meets "Powerfully Us", where your individuality strengthens our collective mission.

Reporting to the General Manager.

Your responsibilities will include

Office Support

• Diligently maintain and regularly update vehicle trip-sheets, ensuring precise recording of mileage, fuel consumption, and all maintenance activities for accurate record-keeping.
• Support operations with timely coordination of vehicle repairs, servicing, and insurance renewals. Ensuring all fuel data is recorded and any anomalies is reported back to operations.
• Collaborate closely with the finance department to track and manage expenses related to fleet management, ensuring accurate financial records.
• Oversee the processing of all insurance claims within the stipulated period, ensuring timely resolution and compliance with insurance requirements.
• Oversee record keeping and reporting of time and attendance, and ensure data is accurate.

Office Management

• Ensure a clean, safe, and well-organized working environment through the application of 5S principles in office spaces.
• Oversee the maintenance and repair of office equipment and furniture to ensure optimal functionality and a conducive work environment.
• Monitor and replenish office supplies, including stationery and consumables, to support daily operations and maintain efficiency.
• Coordinate and schedule facility repairs and maintenance, addressing issues promptly to ensure the continuous functionality of office spaces.
• Manage office access control systems, maintaining accurate records of employee access for security and accountability.
• Oversee the ordering of employee uniforms and coordinate the quality control of Personal Protective Equipment PPE to ensure safety compliance.

Vendor Management

• Consistently evaluate vendor performance to ensure adherence to agreed-upon service levels and maintain high-quality standards.
• Address any vendor-related issues or disputes promptly and efficiently to maintain smooth operations and positive vendor relationships.
• Conduct vendor payments and efficiently upload and process invoices on the system, ensuring accurate and timely financial transactions.
• Generate vendor Purchase Orders POs on the system and ensure that no invoices are carried over to the next month, maintaining financial accuracy.
• Ensure the accurate processing of all monthly accruals, including those related to staff, rentals, and fuel expenses.

Attributes required

• Have a detailed understanding of warehouse management systems
• Problem solving skills required
• Possess excellent verbal and written communication skills for a demanding and customer focused working environment.
• Possess excellent personal organisation and business administration skills in accordance with modern best practice methods.
• Possess the ability to work productively, efficiently & effectively with initiative and drive under tight timescales and pressure whilst maintaining attention to detail and quality.
• Possess the willingness to learn, improve and adapt.
• Good team player, hard worker, willing to be flexible with a positive attitude Must be able to work as part of a multi-cultural team
• Must be able to train staff

Qualifications

• Matric
• Degree/Diploma in Supply Chain Management/Logistics/Business Administration/Finance
• 3 years in a logistics/supply chain/warehouse/financial institution working environment
• People Management experience