Administration Controller New Polokwane - Limpopo

Takealot Group; Polokwane; On-site; ZAR 150,000 - 240,000; Full time

Job summary

Takealot Fulfilment Solutions in South Africa seeks an diligent Office & Fleet Administrator to support vehicle operations, insurance renewals, and office management. You will coordinate repairs, track expenses, and ensure accurate record-keeping across fleet and facilities.

The role requires solid understanding of warehouse processes, excellent communication, and the ability to train staff while thriving in a fast-paced, multi-cultural environment.

Qualifications

• Matric
• Degree/Diploma in Supply Chain Management/Logistics/Business Administration/Finance
• 3 years in a logistics/supply chain/warehouse/financial institution working environment

Responsibilities

• Diligently maintain and regularly update vehicle trip-sheets, ensuring precise recording of mileage, fuel consumption, and all maintenance activities for accurate record-keeping.
• Support operations with timely coordination of vehicle repairs, servicing, and insurancerenewals. Ensuring all fuel data is recorded and any anomalies is reported back tooperations.
• Collaborate closely with the finance department to track and manage expenses related tofleet management, ensuring accurate financial records.
• Oversee the processing of all insurance claims within the stipulated period, ensuring timelyresolution and compliance with insurance requirements.
• Oversee record keeping and reporting of time and attendance, and ensure data is accurate.
• Ensure a clean, safe, and well-organized working environment through the application of 5Sprinciples in office spaces.
• Oversee the maintenance and repair of office equipment and furniture to ensure optimalfunctionality and a conducive work environment.
• Monitor and replenish office supplies, including stationery and consumables, to support dailyoperations and maintain efficiency.
• Coordinate and schedule facility repairs and maintenance, addressing issues promptly toensure the continuous functionality of office spaces.
• Manage office access control systems, maintaining accurate records of employee access for security and accountability.
• Oversee the ordering of employee uniforms and coordinate the quality control of Personal Protective Equipment (PPE) to ensure safety compliance.
• Consistently evaluate vendor performance to ensure adherence to agreed-upon servicelevels and maintain high-quality standards.
• Address any vendor-related issues or disputes promptly and efficiently to maintain smoothoperations and positive vendor relationships.
• Conduct vendor payments and efficiently upload and process invoices on the system, ensuringaccurate and timely financial transactions.
• Generate vendor Purchase Orders (POs) on the system and ensure that no invoices arecarried over to the next month, maintaining financial accuracy.
• Ensure the accurate processing of all monthly accruals, including those related to staff, rentals, and fuel expenses.

Skills

WMS knowledge

Communication skills

Organisation

Work under pressure

Willingness to learn

Team player

Staff training

Education

Matric

Degree/Diploma in Supply Chain Management/Logistics/Business Administration/Finance

Tools

Warehouse management systems

Job description

Join Our Mission at Takealot Fulfilment Solutions | We Are TFS

Revolutionising e-commerce logistics in South Africa with cutting-edge technology and operational excellence. We deliver 30+ million orders annually, empowering businesses and driving economic growth.

Who We’re Looking For:

Innovative, ambitious individuals ready to shape the future of e-commerce logistics. At TFS, "Uniquely You" meets "Powerfully Us", where your individuality strengthens our collective mission.

Reporting to the General Manager.

Your responsibilities will include:

Office Support

• Diligently maintain and regularly update vehicle trip-sheets, ensuring precise recording of mileage, fuel consumption, and all maintenance activities for accurate record-keeping.
• Support operations with timely coordination of vehicle repairs, servicing, and insurancerenewals. Ensuring all fuel data is recorded and any anomalies is reported back tooperations.
• Collaborate closely with the finance department to track and manage expenses related tofleet management, ensuring accurate financial records.
• Oversee the processing of all insurance claims within the stipulated period, ensuring timelyresolution and compliance with insurance requirements.
• Oversee record keeping and reporting of time and attendance, and ensure data is accurate.

Office Management

• Ensure a clean, safe, and well-organized working environment through the application of 5Sprinciples in office spaces.
• Oversee the maintenance and repair of office equipment and furniture to ensure optimalfunctionality and a conducive work environment.
• Monitor and replenish office supplies, including stationery and consumables, to support dailyoperations and maintain efficiency.
• Coordinate and schedule facility repairs and maintenance, addressing issues promptly toensure the continuous functionality of office spaces.
• Manage office access control systems, maintaining accurate records of employee access for security and accountability.
• Oversee the ordering of employee uniforms and coordinate the quality control of Personal Protective Equipment (PPE) to ensure safety compliance.
• Consistently evaluate vendor performance to ensure adherence to agreed-upon servicelevels and maintain high-quality standards.
• Address any vendor-related issues or disputes promptly and efficiently to maintain smoothoperations and positive vendor relationships.
• Conduct vendor payments and efficiently upload and process invoices on the system, ensuringaccurate and timely financial transactions.
• Generate vendor Purchase Orders (POs) on the system and ensure that no invoices arecarried over to the next month, maintaining financial accuracy.
• Ensure the accurate processing of all monthly accruals, including those related to staff, rentals, and fuel expenses.

Attributes required:

• Have a detailed understanding of warehouse management systems
• Possess excellent verbal and written communication skills for a demanding and customer focused working environment.
• Possess excellent personal organisation and business administration skills in accordance with modern best practice methods.
• Possess the ability to work productively, efficiently & effectively with initiative and drive under tight timescales and pressure whilst maintaining attention to detail and quality.
• Possess the willingness to learn, improve and adapt.
• Good team player, hard worker, willing to be flexible with a positive attitude Must be able to work as part of a multi-cultural team
• Must be able to train staff

Qualifications:

• Matric
• Degree/Diploma in Supply Chain Management/Logistics/Business Administration/Finance
• 3 years in a logistics/supply chain/warehouse/financial institution working environment

Why Join TFS:

• Purpose-driven impact: Transform lives through logistics innovation
• Advanced technology: Work with cutting-edge systems in a fast-paced environment
• Career growth: Thrive in an agile space that champions continuous improvement

At TFS, your growth is our growth. You'll be joining a team powered by Takealot Group's core values.

More than just a job, we offer:

A culture that celebrates individual uniqueness while championing the strength of togetherness. Be part of creating sustainable, scalable solutions that make a difference across South Africa's e-commerce landscape.

Takealot Fulfilment Solutions (TFS) is an Equal Opportunity Employer. Applicants from previously disadvantaged groups and people with disabilities will be given preference.

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