Job Description

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Overview

The Senior Admin and Logistics Controller is responsible for the coordination and oversight of administrative, logistics, and financial control functions essential to the efficient movement and trading of fertiliser products. This role ensures compliance with shipping and import/export regulations, manages accurate and timely documentation, oversees debtor and creditor administration, and facilitates timely supplier payments and customer collections.Acting as a central link between operations, finance, suppliers, and customers, the role supports the commercial team by ensuring all trade activities are executed accurately and efficiently. The successful candidate will bring strong organisational skills, attention to detail, and a

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Qualifications

Matric / Grade 12 Diploma or degree in Business Administration, Supply Chain Management, Finance, Accounting or related field
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Experience

2 - 5 Years' experience in logistics, finance, or administration (preferably in a trading, logistics or agricultural commodities business).
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Duties

Administrative Management:

Maintain comprehensive records of transactions, shipments, and regulatory documentation. Prepare and manage shipping documentation (invoices, bills of lading, packing lists, certificates of origin, etc.). Ensure the timely and accurate filing and archiving of all trade-related paperwork.

Financial Administration

Manage creditor and debtor accounts, including reporting Ensure timely payment to suppliers and prompt collection from customers Work closely with internal teams to process and manage purchase orders, invoices, and delivery schedules, ensuring smooth and efficient documentation flow Oversee opening and maintenance of supplier and customer accounts in coordination with finance Assist with cash flow planning, invoice verification, and cost analysis related

Logistics & Supply Chain Coordination:

Coordinate all shipping and freight logistics for both local and international movements of fertiliser products. Liaise with freight forwarders, shipping agents, and warehouses to ensure timely, cost-effective delivery and unloading. Coordinate closely with the port operations team to monitor stock availability, bagging schedules, and cargo readiness for dispatch. Serve as the key link between customers, the port team, and the logistics department to ensure clear communication and smooth execution of delivery schedules. Manage and coordinate customer collections at the warehouse, ensuring appropriate documentation, scheduling, and communication are in place for efficient pick-up. Track and monitor shipments in transit, updating relevant stakeholders on progress, delays, or changes. Ensure all logistics activities are compliant with import/export regulations and customs clearance requirements. Monitor and track shipments to ensure accurate and on-time arrivals. Maintain up-to-date knowledge of customs procedures, import duties, and documentation standards.

Systems & Reporting

Maintain accurate records and costings in ERP Generate regular reports BU performance, and account statuses Support audits and internal reviews with relevant documentation and data Identify and escalate potential compliance risks or financial discrepancies

Process Improvement:

Identify areas of improvement in cost management, inventory control, and documentation processes Recommend and implement solutions to enhance efficiency, minimize discrepancies, and reduce costs

General support

Provide administrative and operational support to the commercial team Assist in the preparation of Minutes of meetings for staff meetings Assist with cross functional activities when team members are away on leave or or in meetings Ensuring general housekeeping of administrative office duties Support Senior Manager: trading and Business development with the annual budget and forecast
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Job Competencies

Core Behavioural Competencies:

Strong organisational and multitasking skills. Excellent communication and stakeholder coordination abilities. High attention to detail and accuracy. Knowledge of international shipping, customs regulations, and Incoterms. Understanding of financial processes related to trade (AR/AP, invoicing, reconciliations). Proficiency in MS Office (especially Excel), ERP/accounting systems (e.g., SAP, Sage, NetSuite). Problem-solving and critical thinking Financial Acumen and Cost Awareness
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General