Job Req Number: 63653
Time Type: Full Time
Working in the Central Finance and Admin Department and reporting to the Admin Supervisor, the Administrative Specialist is a key member of the team working with the Admin Supervisors in meeting and exceeding customer and internal expectations as determined within the business plan. Also, linking into the Customs team, assisting with reporting and analysis of stock
The main purpose of the department is to support all locations with financial reporting, customs reporting and invoicing. Working alongside others in the same position, with the opportunity to learn new skills and develop with the department.
Reporting to the Supervisor the Administrative Specialist has day to day responsibility for financial duties in an administrative capacity, as well as custom related duties. The Admin specialist must ensure that invoices, purchase orders and cost accruals are accurately raised in line with DSV group set deadlines, support with financial reporting, and liaise with suppliers for site consumables. The Admin will also be tasked with running revenue removal reports, assisting in completing stock comparisons and management of Port Badge charges in line with DSV group policy and set deadlines.
Produce weekly revenue and cost information into required format
Raise invoices, PO’s and cost accruals as per invoice agreements and in line with DSV group deadlines
Issue purchase orders for all costs, including requests from sites
Order consumables for sites, based on advised quantities, looking for cost saving opportunities for combined contract/site ordering
Ensure PO’s/invoices are processed appropriately, making sure PO’s/ cost accruals are matched off accordingly
Action new supplier requests, including set up in the supplier portal, submitting bank details to accounts, and adding to the PO system
Produce weekly removal reports, resolve failed removals within Descartes system, assist in completing stock comparisons and management of Port Badge charges
Maintain work instructions and share knowledge with other members of the Admin team
Promoting the good name of DSV Solutions (and its associated companies within the DSV Group) by adopting a professional approach at all times. Ensure all Company financial policies and procedures are always adhered to meet Group and statutory requirements.
The above list of accountabilities is not exclusive or exhaustive and is not intended as a list of individual tasks. The role holder will be required to undertake such tasks as may reasonably be expected commensurate with the scope and grading of the role. Role profiles should be regularly reviewed to ensure they are an accurate representation of the role.
General responsibilities
- Understand and comply with all relevant Company rules, agreements, policies, procedures and with all relevant legislative requirements and codes of practice.
- Ensure Company business is treated in the strictest confidence and not disclosed to persons outside the Company.
- Act in a professional manner, ensure good working relationships are maintained and promote a good image of the Company at all times
- Maintain and comply with all Health, Safety and Environmental standards and to appreciate the responsibility you have to adhere to the respective procedures.
- Be aware that the Company operates a Quality Assurance system ISO 9001:2008 and adhere to the respective procedures.
- Ensure a good standard of housekeeping through observance of relevant Company policies and ensure that work areas are secure and locked when unoccupied.
- Where appropriate challenge and determine reasons for presence on site of any unauthorised person.
- Attend any development training as required in compliance with the Company’s commitment to the Investors in People standard.
Organisation Structure
Regional F&A Manager, Customs Manager, General Manager – Managers/Senior Manager of the department
Administration Supervisor – Line manager, reporting into one (there is multiple so requirement to build relationship with all)
Colleague Relationship – Working as part of a team, providing cover where holidays/absence occur
Sites – Strong relationship required to ensure information they provide required for invoices/ PO’s etc is accurate and on time
The department is new so there is requirement to be adaptable to change and progress with the team. Initiative to take on tasks and be open to challenging the current way of working with new ideas.
Foundation Competencies
Education & Qualifications
- 1 year of an Administration role
- Invoicing and KPI reporting knowledge
Specialist Knowledge & Skills
- Microsoft Office Skills
- Knowledge of CargoWrite
Interpersonal & Communication Skills
- Highly motivated with a positive attitude
- High organisational skills, ability to prioritise and manage workload
- Excellent communication skills, ability to communicate at all levels
- Analytical skills & ability to complete investigations
DSV – Global Transport and Logistics
DSV is a dynamic workplace that fosters inclusivity and diversity. We conduct our business with integrity, respecting different cultures and the dignity and rights of individuals. When you join DSV, you are working for one of the very best performing companies in the transport and logistics industry. You’ll join a talented team of more than 75,000 employees in over 80 countries, working passionately to deliver great customer experiences and high-quality services. DSV aspires to lead the way towards a more sustainable future for our industry and are committed to trading on nature’s terms.
We promote collaboration and transparency and strive to attract, motivate and retain talented people in a culture of respect. If you are driven, talented and wish to be part of a progressive and versatile organisation, we’ll support you and your need to achieve your potential and forward your career.
Visit dsv.com and follow us on LinkedIn, Facebook and Twitter.