Administration Controller

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

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

• 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

Office Management

• 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

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.
• Maintain efficient operations within DC Admin and Finance to align with Operations.
• Manage Administration and finance including the procurement process in the warehouse

Qualification & Experience:  

• Successfully completed Grade 12
• Diploma or Certificate in Office Administration/Finance/other will be an advantage
• 3 years in a Distribution Centre Admin/financial institution working environment.
•  People management experience.

Attributes Required:

• Excellent attention to detail and accuracy in record-keeping and documentation.
• Excellent administrative skills.
• Strong negotiation and problem-solving abilities.
• Effective communication skills, both verbal and written, to interact with internal and external stakeholders
• Team player.

The Environment: 

• takealot.com employees are entrepreneurial and dynamic, smart, customer- centric, fun and have the shared ambition of takealot.com being the leading e- commerce company in Africa. 
• We have fun, work hard, take ownership, work in teams to create solutions, and are always open to direct feedback/new ideas on where we can improve. 
• We are short on ego and high on output. 
• We are doers and not only thinkers, its all in the execution after all. 
• We love what we do and what we are creating.
• We seek to employ an Extra Ordinary Mind who is Smart, has Integrity, and is Hardworking. 

If you meet the above you are an Extraordinary Mind so come and join us! 

Takealot Group is an Equal Opportunity Employer. We encourage applicants from the previously disadvantaged groups and people with disabilities, to apply.