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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.

1

Produce weekly revenue and cost information into required format

2

Raise invoices, PO’s and cost accruals as per invoice agreements and in line with DSV group deadlines

3

Issue purchase orders for all costs, including requests from sites

4

Order consumables for sites, based on advised quantities, looking for cost saving opportunities for combined contract/site ordering

5

Ensure PO’s/invoices are processed appropriately, making sure PO’s/ cost accruals are matched off accordingly

6

Action new supplier requests, including set up in the supplier portal, submitting bank details to accounts, and adding to the PO system

7

Produce weekly removal reports, resolve failed removals within Descartes system, assist in completing stock comparisons and management of Port Badge charges

8

Maintain work instructions and share knowledge with other members of the Admin team

9

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.

Manager(s) job title

Administration Supervisor

Job title(s) of direct colleagues

Administrative Specialist’s

Job title(s) of any indirect reports

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.

Essential

Desirable

Education & Qualifications

• 4 GCSE’s or equivalent

Experience

• 1 year of an Administration role

• Invoicing and KPI reporting knowledge

Specialist Knowledge & Skills

• Microsoft Office Skills
• Knowledge of CargoWrite

• CargoLink

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