About the Company
The company is a Level 1 B-BBEE black woman-owned service provider established in 2019 as a transport and logistics management service to the South African industry. The directors and a dynamic operations staff are well respected in the transport industry and specialise in seamless logistics solutions that meet all clients' expectations. The company provides their clients with services in Transport, Stuffing and De-Stuffing of Containers, Load Supervision, Communication, Rigging & Cranage, Project Cargo, Risk Management, Vehicle Range/Availability & POD's & Insurance.
About the Role
The POD and Invoice Clerk is responsible for managing the processing and verification of Proof of Delivery documents, generating and issuing invoices, and ensuring accurate billing. This role ensures that all shipments are properly documented and invoices are allocated correctly, contributing to the smooth operation of the logistics and accounting functions. The role further entails the proper tracking and coordination of documentation pertaining to driver trips, including petrol receipts, timesheets, and jobs logs for cost purposes and adherence to the bargaining council.
Key Responsibilities
POD Management
Collect, verify, and process Proof of Delivery (POD) documents from drivers and logistics partners.
Ensure all PODs are accurate and properly signed by the recipient.
File and maintain records of PODs, both electronically and physically, for audit and tracking purposes.
Follow up on missing or incomplete PODs, ensuring they are submitted within set timeframes.
Invoice Preparation
Capture supplier invoices against purchase orders.
Ensure accuracy of invoice details, including supplier information, delivery dates, purchase order numbers, and amounts.
Maintain accurate records of all invoices issued, ensuring they match the corresponding delivery data.
Reconciliation and Reporting
Reconcile PODs with invoices to ensure all deliveries are correctly billed.
Resolve discrepancies between PODs and invoices by liaising with the logistics and accounts departments.
Generate regular reports on the status of PODs and invoices for internal review and external audits.
Customer and Vendor Communication
Communicate with customers to provide copies of PODs as requested.
Address customer inquiries or disputes regarding delivery documentation.
Liaise with logistics partners and vendors to ensure that all documentation is complete and accurate.
Billing and Accounts Support
Assist in resolving any invoicing or payment issues by providing accurate documentation.
Compliance and Documentation
Ensure all processes comply with company policies and relevant legal regulations.
Maintain a clear and organised filing system to retrieve PODs and invoices easily.
Candidate Requirements
Qualifications and Experience
Education: Matric certificate or equivalent. A diploma or certification in accounting, administration, or logistics is an advantage.
Experience: Minimum of 1-2 years of experience in an administrative, invoicing, or logistics-related role.
Technical Skills: Proficiency in MS Office (especially Excel) and accounting software (e.g., Pastel, QuickBooks, SAP).
Knowledge: Familiarity with logistics processes, delivery documentation, and invoicing procedures is preferred.
Skills and Competencies
Strong attention to detail and high level of accuracy.
Excellent organisational and time-management skills.
Good communication and interpersonal skills.
Ability to work under pressure and meet deadlines.
Customer service-oriented mindset.
Problem-solving and reconciliation skills.
Key Performance Indicators (KPIs)
Accuracy and timeliness of POD processing and invoicing.
Resolution of POD and invoicing discrepancies.
Customer satisfaction with invoicing and documentation services.
Timeliness of invoice issuance and payment collection.
