Administrative Specialist, Transport Service & Development needed at DSV

Minimum Requirements

• Grade 12
• Certificate in Finance/Accounting – an Advantage
• Knowledge of WMS systems
• Advanced MS Excel/PowerPoint skills for reporting
• Knowledge of SAP

Job Related Requirements

• Minimum of 3 years’ experience in invoicing within a highly pressurized environment to a Corporate Customer base 
• Solid knowledge of financial and accounting procedures/regulations (Debtors & Creditors)
• Weekly & Monthly review of financial status & provisions 
• Resolving of queries timeously with internal and external stakeholders. 
• Excellent analytical and numerical skills 
• Strong accuracy and attention to detail on all job specific tasks 
• Able to design relevant SOP’s and Work Instructions based on specific customer requirements and processes.
• Able to ensure internal KPI’s and timelines/deadlines are met. 
• Must be able to meet and manage customer expectations and ensure compliance to Policies and Regulations 
• Must have the ability to handle conflict on a tactical and operational level. 
• Must be able to communicate effectively and efficiently with all levels of management. 
• Punctuality and sharp time management skills are essential elements for this position. 
• Must be able to work under pressure. 
• Assertive, forward thinking, self-motivated and pro-active 
• Solution driven/orientated. 
• Be strong at taking ownership, responsibility, and accountability. 
• Sense of urgency

Added Advantages for the role

• Financial understanding
• Analytical and problem-solving skills
• Interpersonal skills
• Good verbal and written communication skills
• Business ethics • Aptitude of numbers
• Excellent understanding of basic accounting
• Strong attention to detail to keep accurate accounting entries
• Solid organizations skills to keep track of invoices and queries
• Customer services skills to work with various internal and external customers
• General admin skills, including managing emails, documents, filling and any Adhoc duties that may be required
• Exposure to strategic clients and communication channels
• Excellent reporting skills
• Advances MS Excel skills
• Proactively driven to identify, action, and manage on deliverables

Main purpose of the role

• This role will be responsible for the management, support, and coordination’s of all invoicing within the Solutions FMS team, relating to the receiving of invoices and the recovery and invoicing, withing the department, including all transport related invoicing. This will relate to all invoices received and the recovery thereof, including but not limited to queries, credits and any other Adhoc requirements.
• The main purpose of the roll would be to have:
• Analytical and problem-solving skills
• Good verbal and written communication skills
• Excellent understanding of basic finance and accounting
• Strong attention to detail to keep accurate accounting entries
• Solid organizations skills to keep track of invoices, queries and provisions. (Debtors & Creditors)
• Good Customer services skills to work with various internal and external customers
• General admin skills, including managing emails, documents, filling and any Adhoc duties that may be required
• Exposure to strategic clients and communication channels
• Excellent reporting skills to various stakeholders
• Advances MS Excel skills
• Build and maintain a strong business partnership with the existing customers & transporters.
• Consciously looking for value adding opportunities to improve current processes and deliverables as required
• Proactively driven to identify, action, and manage on deliverables

Duties and Responsibilities

• 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 is 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. 
• Resolve queries that may arise in the period that it occurs. 
• Meet weekly & monthly, finance cut offs and deadlines. 
• Design, create and maintain relevant SOP’s, Work Instructions etc. for Customer specific requirements and processes. 
• 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