Title:  Admin Controller

We Go Places! How about you?
Immediate Superior: [[Gerhard Van Rensburg]] 
Location: [[Ecowash]]
Function: [[Supply Chain]]
Sub Function: [[Customer Service & Logistics]]
Type of Contract: [[Permanent]]
Reference Number: [[129048]] 
Closing Date: 04/02/2025

The purpose of the role is ensuring an effective Administrative and Accounts Receivable system that is user friendly, accurate and adheres to set deadlines. Ensuring that the Heineken policies and procedures are adhered to in the application of the process. While safeguarding the financial data of Ecowash.

Key Responsibilities:

Accounts Receivable

• Debtors account creation / changes *
• Issue and receive back completed applications forms with FICA supporting documentation (ID, proof of residence, surety, etc.)
• Request ITC check
• Complete the Debtor Account Creation form
• Hand form to Financial Manager for authorization
• Process application on SAP and provide debtor with SAP generated account no.
• Monthly Controls
• Create credit / debit notes / manual Tax Invoices on customer accounts based on supporting documentation provided by Logistics Department, agreed discounts or Scrap Weigh bridge slips / summaries
• File payment documentation
• Follow up on outstanding debts
• Issue statements and invoices to customers
• Reconciliations and Debtors Day tracking
• Attend to queries
• Create proformas and once authorized relay order to Logistics for actioning

Management team activities

Management support

• Arrange travelling and accommodation for staff as necessary.
• Type all correspondence, reports, minutes, etc. for Operations Manager and Management Team.
• Ensure minutes of meetings are available and issued timeously.
• Ensure that the General Manager and Management team is advised of upcoming meetings and visits.
• Manage all arrangements regarding functions and meetings

Management team activities

• Daily/ weekly casual stats
• Prep & attend daily meetings
• Prep & attend weekly meetings
• Take and prepare weekly / monthly minutes
• Arrange monthly Multi Levels / 6 Monthly Multi level functions
• Arrange year end function
• Arrange refreshments for meetings
• Arrange management conferences
• Management MDT area update
• Update QSCP graph detail
• Participate in MDT meetings and reviews.

Procurement

Create purchase requisitions

• Receive requisition request
• Request quotes from designated supplier
• Complete requisition capturing on SAP
• Forward documentation to relevant Cost Centre Controller for approval and SAP release

PPE Purchase

• Issue PPE request forms
• Receive completed PPE request forms from managers and complete detail for quote
• Process requisition on SAP and place order with designated supplier
• Receive stock and issue to employees, ensuring that they sign acceptance of receipt of all items
• File Proof of receipts and forward invoice for processing
• Receive and handle any complaints or exchange requests

Stationery Controls

• Control stationery stock levels
• Order preprinted stationery, confirm with manager whether there are any changes to the artwork

Financial and administrative

Budgeting and forecasting

• Assist with budgeting and forecasting process
• Assist Cost Centre Controllers with budget formats and creation
• Capture budget / forecast working sheets to SAP
• Create budgets and forecast proposals for 805BSNE
• Prepare budget books

Month end financial procedure

• Receive, distribute and control month end deadlines as per H.O schedule
• Create monthly journals and accruals
• Process monthly journals and accruals
• Forward journal documentation for release to Financial Manager
• File documentation

Monthly variance analysis

• Control 805BSNE budget variances
• Control stationery budget for the site
• Control telephone budget for the site

HR Co-Ordination

HR Liaison

• Ensure good relations with all employees
• Receive appointment requests and co-ordinate with central HR.
• Co-ordinate “After Tears” liquor purchases and taxi cost requirements
• Ensure that Northern region HR reps complete agreed tasks for Ecowash
• Ensure that the Northern Region HR rep attends to all functionality regarding the TK system

Reporting

Site reporting

• Complete weekly report for H/O and save to Livelink
• Complete all dashboards for the site and save to Livelink

General Admin

Telephone reports

• Draw reports from Telephone management system, analyses and distribute for comment to management team.
• Log calls for faults or changes to lines with relevant service provider.
• Monitor and report on monthly costs per extension

Perform general admin duties

• Ensure an effective filing system and organized workspace
• Issue gate passes
• Keep all files safe
• Create SOP’s for main job functions
• Perform stand in duties for Financial Controller
• Control kitchen and refreshments
• Create and control file of Promotional liquor purchases and Operations Manager expenses for Ecowash

Innovation and business improvement in support of operational and segment goals

Workplace improvement

• Module rep for Leadership
• Facilitate meetings as per planned schedule
• Update allocated charts
• Provide innovations

The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply. Heineken Beverages (South Africa) (Pty) Ltd) is committed to an organisational culture that recognises, appreciates and values inclusion and diversity. You must be fully eligible to live and work in South Africa to apply.