Administration Controller

takealot.com, South Africa's leading online retailer, is looking for a highly talented Administration Controller to join our team in Cape Town.

We are a young, dynamic, hyper growth company looking for smart, creative, hard-working people with integrity to join us. We offer a market related, Total Remuneration Package which allows full flexibility according to your needs, a great work environment and a promise that you won’t be bored as long as you are prepared for a challenge and want to build something great.

This position reports to the :DC Finance and Admin Manager

Your responsibilities will include:

Admin Finance Support

• Diligently maintaining and Overseeing of DC Operational Manning Requirements 
• Collaborate closely with the finance department to track and manage expenses related to the Distribution Centre
• Capture all invoices for consumables, stationery, uniform, labour, and any other ad hoc invoices.
• Ensure all Purchase Orders are reconciled at the end of the month and accrual relating to the month are actioned.
• Correspond with the Finance team where information is required for suppliers e.g. remittances, Non-payments, Urgent Payments.

Source Supplier

• When there is no current supplier
•  Assist with sourcing process 
•  Obtain quotes on same specification required by DC manager
•  Ensure Monthly Supplier Statement are Cleared,  all invoices for the DC has been Captured in financial systems, 
• Assist with ad-hoc team responsibilities including the Budget Process preparations.
• Annual Budget process & long-term planning
• Month end reporting on all DC expenditure with reports to finance

Temp Labour and Office Support

• Oversee record keeping and reporting of time and attendance, and ensure data is accurate.
• Ensure validation of Data in Jarrison - Loading and terminations
• Ensure accurate Staff Changes
• Ensure Timesheets and Payrolls are sent on time
• Ensure a clean, safe, and well-organized working environment through the application of 5S principles in 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.
• Support and oversee the smooth running of the Admin office.

Procurement and Vendor Management

• Compile quarterly/monthly forecasts and Share regularly with Suppliers 
• Requisition of delivery, ensuring timeous and accurate delivery.
• Monitor packaging inventory levels and update Usage report daily
• Keep record of any deviations on deliveries and Quality of goods
• Keep records of the monthly supplier meetings performance scorecards.
• Give insights (usage, spent per item/supplier)
• Collaborate with packaging/consumable controllers to ensure efficiency in the packaging/consumable department.
• Creating Purchase Orders and ensuring all payments are made on time to suppliers.
• Assist with month end financial reporting: analyse general ledger accounts and posting journals.
• Assist with budget compilations.
• Assist with RFP and RFQ processes during sourcing of new suppliers/business.
• Update daily dashboards for Management.
• Capture weekly ad-hoc invoices.

Qualifications and Experience :

• Diploma or Degree in Finance or related
• 2 years in a Distribution Centre Admin or Supply Chain  working environment.

Attributes Required:

• Attention to detail.
• Analytical thinking.
• Stakeholder engagement across levels.
• Strong organizational and time management skills, with the ability to handle multiple tasks and prioritize responsibilities in line with deadlines.
• Be willing to work flexible hours.
• Be willing to work overtime as and when deemed necessary.