Administration Controller

We are looking for a disciplined, detail-driven Administration Controller to oversee branch administration, stock control, purchasing and document control at our Johannesburg branch. You will be the control point for supplier processing, inter-branch stock movements, manufacturing documentation and daily fleet reporting. You will support the Inland GM and Branch Manager in reaching branch goals through accurate administration and sound operational control.

Daily Fleet Control and Logistics Reporting

• Maintain the Daily Control Sheet and reconcile daily deliveries and collections
• Make sure every invoice has a valid Proof of Delivery (POD)
• Verify authorised customer collections
• Escalate operational issues that affect service levels
• Support on-time, in-full (OTIF) delivery targets through accurate reporting

Customer Service Support

• Guide and support the customer service team on order accuracy and responsiveness, including the outstanding order report
• Improve communication between sales, warehouse and dispatch to prevent delays
• Align daily activities with branch performance targets

HR and Payroll Administration

• Handle onboarding and induction administration for new staff
• Maintain employee records and HR documentation
• Verify clock-in and clock-out times, then prepare and submit accurate payroll data to Head Office on time
• Support employee administration and compliance processes
• Assist the Inland GM with HR-related matters

Branch Office and Facilities Management

• Keep the office clean, organised and professional
• Maintain structured document control and archiving systems
• Support branch compliance with company policies and procedures
• Provide administrative support to the Inland GM and Branch Manager

Manufacturing Documentation Control

• Make sure no batch cards or filling sheets are missing
• Verify that documentation is completed and captured correctly
• Keep filing and archiving up to date and aligned to the relevant process

Purchasing and Stock Management

• Monitor packaging and relevant material stock levels
• Plan and place purchase orders on time to prevent stock-outs
• Coordinate with suppliers to ensure on-time delivery and continuity of supply
• Support production planning and sales fulfilment through proactive stock control

Supplier and Raw Material Administration

• Verify supplier delivery documentation against purchase orders
• Process GRVs and supplier invoices accurately in SAGE
• Run document and system checks to prevent stock and financial discrepancies
• Maintain strict control over packaging and raw material records

Inter-Branch Stock Control

• Process and verify all inter-branch transfers (IBTs)
• Notify Head Office of in-transit damages and manage the return of damaged stock to KZN
• Reconcile stock-in-transit and clear warehouse in-transit accounts on time
• Keep bin allocations and stock placement records accurate
• Investigate and resolve discrepancies, maintaining full traceability and accurate ERP records

Returns and Damages Control

• Receive and check in customer-related returns, including redeliveries, driver damages, ATR returns and other stock returns
• Process, verify and record finished goods damages in line with company process (in-house damages, repack checks, ATR, routes and IBT damages)
• Administer and control raw material and packaging stock damages

Experience and qualifications

• Minimum 5 years' experience in an operations or administration role
• At least 2–3 years in a supervisory capacity
• Proven ERP experience (SAGE preferred)
• Experience in a manufacturing, stock-based or logistics environment (preferred)
• Payroll administration experience (advantageous)
• Diploma or certificate in Business Administration, Supply Chain, HR or a related field (advantageous)

Knowledge and skills

• Strong working knowledge of SAGE (inventory, suppliers, invoicing)
• Advanced Excel skills
• Stock control and warehouse administration knowledge
• Understanding of manufacturing documentation processes
• Fleet administration and logistics reporting knowledge
• Payroll processing support experience
• Purchasing and supplier coordination capability
• Strong document control systems knowledge

Personal attributes

• Excellent attention to detail and accuracy in process-driven work
• Strong administrative and team coordination ability
• High accountability and an ownership mindset
• Proactive and solutions-focused
• Able to manage multiple priorities
• Strong communication skills
• High integrity and confidentiality