🏢 Company: Vector Logistics
📍 Location: Gauteng, South Africa
🏭 Address: 1 Old Pretoria Main Road, Midrand, Gauteng, 1685

• 📝 Reference: req395

• 💼 Type: Permanent

• 🏭 Industry: Supply Chain & Logistics

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🏢 About Vector Logistics

Vector Logistics is a trusted supply chain and merchandising partner operating a fully integrated, temperature-controlled network across Southern Africa. With advanced technology, multi-temperature fleets, and a service-driven culture, Vector ensures frozen, chilled, and ambient products reach customers safely and efficiently.

While infrastructure is world-class, Vector’s real strength lies in its people — dynamic, curious, and committed individuals who keep the business moving. Joining Vector means becoming part of a team driven by excellence, accountability, and innovation.

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🎯 Job Purpose

The Administration Controller is responsible for ensuring accurate stock movement, effective reconciliation processes, and timely payment management. This role supports warehouse operations, transport activities, and administrative accuracy — forming a key part of Vector’s operational backbone.

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🧾 Key Responsibilities

📊 Stock Reconciliation Control

• Receive and verify daily physical stock counts.

• Compare counts against SAP reports and trigger recounts when discrepancies arise.

• Analyse sales reports to support reconciliation accuracy.

• Submit reconciliations for approval and filing.

🚚 Trip Reconciliation Control

• Print and clear stock variance reports and ledger accounts.

• Investigate SAP variance reports and ensure stock adjustments.

• Ensure GRV Clerk completes reconciliations for credit memo promotion.

• Process credit notes and resolve variance documentation.

📦 Shipment Reconciliation

• Confirm stock received by customers.

• Activate credits when discrepancies are identified.

• Balance cash-on-delivery documents with driver payments.

• Report major shortages (20+ cases) to the Logistics Manager.

• Hand over unsigned invoices for further investigation.

💰 COD Customer Control

• Monitor COD credit blocks and releases frequently.

• Identify late-paying customers and manage release schedules.

• Maintain accurate COD controls at all times.

📥 Stock Take Control

• Print pre-stock-take SAP reports.

• Oversee physical stock count and record results.

• Consolidate stock sheets and prepare management reports.

🧾 Parked Documents Posting

• Retrieve and manually post journal documents in SAP.

• Verify accuracy of values and account postings.

📑 Mass Exception Reporting

• Investigate invoice discrepancies.

• Make corrections and notify customers where needed.

• Re-invoice customers after errors are resolved.

🏦 Banking Control

• Review previous night’s banking slips with the Senior Clerk.

• Investigate shortages and compare to driver pay-in slips.

• Report discrepancies to management.

🗂️ Query Resolution

• Investigate account and COD-related queries.

• Validate supporting documents and resolve issues.

🤝 Team Coordination

• Take ownership of tasks and maintain productivity.

• Communicate risks and delays to relevant teams.

• Participate in training, coaching, and performance reviews.

• Demonstrate teamwork, support, and accountability.

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📌 Key Performance Indicators (KPIs)

• Stock count accuracy

• Trip and shipment reconciliation accuracy

• Banking accuracy

• Stock take accuracy

• Effective query resolution

• Timely posting of parked documents

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🎓 Qualifications & Experience

• Diploma in Business Administration.

• 2–3 years experience in a similar role.

• FMCG experience (advantageous).

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💡 Skills & Competencies

Knowledge

• Vector operations

• SAP

• Administrative systems

Skills

• Strong communication (verbal & written)

• Logical thinking & problem-solving

• Decision-making

• Report writing

• Computer literacy

• Interpersonal and organisational skills

Attributes

• Attention to detail

• Deadline-driven

• Assertive and proactive

• Able to perform under pressure

• Tech-savvy

• Strong prioritisation skills

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🤝 Employment Equity

Vector Logistics is committed to Employment Equity and fostering a workplace that is diverse, inclusive, and supportive. Preference will be given to candidates from designated groups in line with the company’s Employment Equity Plan.

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📝 CV Tips for This Role

To make your application stand out:

✔️ Highlight Reconciliation & Administration Experience

• Show hands-on experience in SAP, stock reconciliation, credit note processing, or COD controls.

• Quantify achievements where possible (e.g., “Reduced stock variance by 12%”).

✔️ Emphasise Accuracy & Detail

This role requires precision — highlight:

• Attention to detail

• Error-free reporting

• Audit readiness

• Experience working with high-volume data

✔️ Show FMCG or Warehouse Exposure

Mention experience in:

• FMCG

• Warehousing

• Transport operations

• Temperature-controlled logistics (if applicable)

✔️ Demonstrate Strong Problem-Solving

Include examples like resolving discrepancies, handling queries, or improving reconciliation processes.

✔️ Add SAP Competency Clearly

SAP proficiency is a priority — list modules used (e.g., MM, SD, FI).