Purpose of the Job

The Parts Administrator is responsible for managing inventory, ensuring timely picking and issuing of parts, and tracking stock levels. This includes updating backorders, liaising with suppliers, and maintaining accurate records. The role also involves conducting stock counts, identifying slow-moving or obsolete stock, and ensuring the workshop has the necessary parts for scheduled maintenance. The Parts Administrator must maintain a clean work area and adhere to health and safety procedures while working independently and efficiently.

Key Responsibilities 

Operational 

• Pick and issue parts in accordance with job cards
• Update the backorder report and send it to the Parts Manager
• Record and report daily stock-outs, ensuring timely replenishment
• Ensure that all pre-booked parts are picked and purchased before vehicles are due in the workshop for scheduled maintenance
• Raise purchase orders for non-stock items or buy-outs as indicated on job cards
• Follow up with suppliers regarding all deliveries and collections
• Upon receipt of stock, ensure there are no delays in issuing parts against job cards to the workshop
• Conduct accurate stock counts during cycle counts and stock takes
• Track the movement of parts and ensure all stock transfers are completed and monitored
• Identify slow-moving items or obsolete stock and inform the Parts Manager to flag for deletion
• Track all credit returns and ensure they are processed
• Perform other tasks and duties as required within the Parts Department

Housekeeping

• Ensure the work area is kept clean and organised
• Follow Value Housekeeping procedures to maintain a tidy environment

Health and Safety

• Adhere to Value Health and Safety procedures and requirements at all times.

General

• Possess strong interpersonal skills and the ability to work effectively with customers
• Demonstrate the ability to work independently and use initiative in completing tasks

Minimum Requirements

• Grade 12 (Matric)
• At least 2-5 years Parts experience
• Computer literate
• Good written and oral communication skills
• Embrace experience

Skills Required

• Attention to Detail
• Organisational Skills
• Communication Skills
• Time Management
• Problem-Solving Skills
• Customer Service Skills
• Independence
• Knowledge of Stock Control

Purpose of the Job

This role is responsible for ensuring accurate and efficient processing of invoices, insurance declarations, and operational documentation within a logistics or shipping environment. The Invoicing Verifier manages billing processes, prepares customs and disbursement invoices, reconciles charges using internal systems such as Shipshape, and ensures all supplier costs are accounted for prior to invoicing.

Key Responsibilities 

Billing and Invoicing

• Prepare a second invoice for shipment and disbursement costs only when requested by the customer
• Capture customs invoices on the schedule as requested by the customer and scan the complete set of supporting documents for email submission
• Ensure that all charges are accurately billed and reflected on Shipshape balances
• Confirm that all supplier costs within shipment files have been recovered before generating the customer invoice

Statement Management

• Distribute daily, weekly, and monthly statements via email
• Ensure that read receipts are obtained for all statement communications

Filing and Document Control

• Ensure all relevant invoices and credit notes are accurately filed within shipment files.

Insurance Administration

• Ensure all insurance-related customers are invoiced correctly and timeously
• Prepare monthly insurance declarations and submit them to the Insurance Department for payment to the respective broker
• Scan and email all required documentation to the Insurance Department when requesting insurance certificates
• File all insurance declarations in the appropriate physical or digital files

General Administrative Support

• Maintain a high level of professionalism in all conduct and communication
• Assist with tasks in other departments as and when required

Minimum Requirements

• Grade 12 (Matric)
• Minimum of 2 years’ experience within invoicing
• Experience within the Clearing and Forwarding environment
• Proficiency in systems such as Shipshape
• Proven good accounting and mathematical skills

Skills Required

• Invoicing and billing accuracy
• Data entry and record keeping
• Document management
• Email and communication tools
• Strong attention to detail
• Time management skills
• Problem-solving ability
• Analytical thinking

Purpose of the Job

The Accounts Payable Officer is responsible for managing the end-to-end accounts payable process, ensuring accurate and timely processing of supplier invoices, reconciliations, and payments. This role plays a key part in maintaining effective financial controls, liaising with internal departments and external suppliers, and supporting compliance with VAT regulations and internal audit requirements.

Key Responsibilities 

Creditors Payments

• Reconcile all supplier invoices and ensure all charges have been accurately recovered
• Capture all supplier invoices into the Ship Shape system
• Ensure all payments are processed daily and on time
• Verify that original invoices are received from suppliers
• Check that all invoice information is accurate and compliant with VAT requirements
• Ensure that all invoices are recovered from customers where applicable
• Confirm that invoice charges align with agreed rates
• Reconcile transporter invoices and verify supporting proof of deliveries (PODs) before processing payments
• Hand over all PODs to the controllers for filing in shipment files
• Controllers must verify that containers are returned to the correct depots as stipulated
• Clear all profits on Ship Shape; consult with management if unsure
• If a payment reflects before shipment invoicing, record a note under the “Remarks” section in Ship Shape
• Ensure all payments are recorded within the correct month of the transaction

Creditors Reconciliation

• Ensure weekly and monthly statements are received and reconciled against supplier invoices and statements
• Arrange and process payments through Ship Shape and Embrace
• Ensure daily downloads balance between both systems
• Prepare necessary pre-checks prior to payments
• Arrange COD (Cash on Delivery) payments twice daily and provide controllers with proof of payment
• Submit all documents to the scanning department monthly for archiving
• Ensure scanned documents are returned and properly filed for auditing purposes

SARS Deferment Payments

• Ensure SARS statements are received on the due
• Reconcile these statements to the Ship Shape
• Verify that daily downloads into Embrace balance with statements and process payments accordingly
• Once payment is completed, send proof of payment to the relevant customs offices
• Strictly adhere to monthly payment deadlines and ensure the 13th annual payment is met
• Ensure all Over Border reconciliations are received, balanced, and paid accordingly

Purchase Orders

• Process all purchase orders in Embrace and arrange
• Reconcile supplier statements and ensure balances
• Ensure all purchase orders are properly approved and supporting documents are attached

Filing of Shipment Files

• Ensure shipment files are correctly filed and handed over to creditors for scanning
• File documents by mode of
• Maintain weekly updates of the filing

General

• Maintain a professional standard of conduct at all
• Assist with relevant operational functions as required

Minimum Requirements

• Grade 12 (Matric)
• Minimum 5 years experience in a similar role
• Proficiency in Microsoft Office Suite

Skills Required

• Accounts Payable Processing
• Reconciliation Skills
• ERP & Accounting Software Proficiency (ShipShape & Embrace)
• Proficient in Microsoft Office Suite
• Excellent communication skills (Both written and verbal)
• Problem Solving Skills