Finance and Administration Officer
DEPARTMENT Finance and Administration
REPORTS DIRECTLY TO Finance and Administration Manager
REPORTS INDIRECTLY TO Chief Operating Officer - Logistics
NUMBER OF REPORTING RELATIONSHIPS 2
EMPLOYING ENTITY Capital Transport and Logistics Group Pty Ltd
AUTHORITY TO ACT
This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.
NUMBER OF STAFF REPORTING DIRECTLY TO THIS POSITION 0
NUMBER OF STAFF REPORTING INDIRECTLY TO THIS POSITION 0
CRITICAL RELATIONSHIPS (INTERNAL)
- Chief Operating Officer – Logistics
- Operations and Customer Service Department
- Sales Department
- Finance and Administration Department
- Warehouse
- Capital Group Finance Manager – Logistics
- Machship
CRITICAL RELATIONSHIPS (EXTERNAL)
- Existing suppliers
- Existing clients
Position Summary
As the Finance and Administration Officer you will report directly to the Finance and Administration Manager. It is your responsibility to assist our customers with their queries, and ensure that those queries are resolved from start to finish in a professional manner, to a high quality standard.
You will also perform a range of administrative tasks relating to customer accounts and rate structures, as well as auditing tasks to ensure that we achieve 100% accuracy in (but not limited to) our invoicing, cost recovery and supplier payments.
1. Key Responsibilities
- Resolve all customer queries in a timely manner, ensuring that a mutually beneficial outcome is obtained
- Escalate customer queries that may require a ‘goodwill credit’, or where a customer is dissatisfied with your proposed solution
- Maintain and monitor the client credit and queries registers within the respective Logistics Transport Management Systems
- Maintain rate structures relating to customers and suppliers where you identify pricing anomalies, or are instructed to make changes by your Manager
- Create and maintain customer accounts in the Transport Management System and accounting systems
- Perform auditing tasks on an on-demand and cyclical basis to ensure that our invoicing and supplier rate structures are 100% accurate
- Maintain the Supplier Payment Register with accurate information in a timely manner
- Develop checking mechanisms for all of your tasks to ensure that there are consistently high levels of accuracy
- Escalate queries to the relevant department or manager where there is a clear issue with the charges on a consignment, or the charges are significantly higher than the initial quotation
- Ensure that you abide by the tasks allocated to your role as outlined in the Schedule to this Position Description
2. Tasks
2.1 DAILY TASKS:
- Monitor the Finance public Outlook email folder to ensure that emails are allocated into the correct folders
- Ensure all client inquiries and/or issues are addressed without unnecessary delay and, in any event, within 24 hours; and either:
- Completed or resolved in a timely manner; or
- Escalated to the relevant Manager as required, with your analysis into the query.
Ensure all clients are appraised of status and indicative response timeframes.
- Investigate customer queries by way of liaising with internal staff, interrogating the Transport Management System, and liaising with relevant suppliers
- Maintain customer accounts to ensure that their company information and rate structures are accurate
- Audit the rate structures of new customers and new carriers, as required, to ensure that rates for services match agreed ‘buy’ and ‘sell’ rates with carriers and customers respectively
- Assist the Finance Department with accounts receivable queries, as required
2.2 WEEKLY
- Create customer accounts in the Transport Management System and Finance Management System upon provision of completed Credit Applications. All new customers must have a credit check performed on the customer entity. You must escalate any potential customers that have derogatory credit information, or customers that request trading terms in excess of 14 days from invoice date, to the Financial Accountant for approval
- Prepare and send customer statements on a weekly basis immediately after the financial period has been closed off
- Check for failed invoice emails every Wednesday (or Business Day following the posting of invoices), and ensure that any failed emails are investigated and resolved with respect to incorrect email addresses or other anomalies. Make contact with the respective customers and resend failed invoices
- Ensure that you update and maintain the Carrier Credit Note Request register with respect to any credits that you request from carriers in relation to customer queries that you are managing
- Process approved Credit Notes in the Finance Management System
- Prepare and update the Supplier Payment Register by the following Business Day after the weekly invoice period has been closed off. After auditing the Supplier Payment Register, send to the Finance and Administration Manager for approval
2.3 MONTHLY
- Create new and maintain transport supplier profiles in Wiise as required. Ensure that any changes to, or new suppliers, are updated as required in the Supplier Payment Register
- Interrogate the TMS and review the Fuel Surcharge register to ensure the carrier fuel surcharge is updated monthly
2.4 GENERAL
- Process credit card payments from customers
- Upon provision of approved invoices from the Finance and Administration Manager, enter non-transport supplier invoices into the Monthly Expense Register, as they are received
- Assist with carrier reconciliations as required
- Effectively communicate with colleagues, suppliers and clients
- Advocate co-operation of both intra and inter Departments and
- Ensure that your written and verbal communication with suppliers, clients, colleagues and clients is always professional and courteous at all times
- Perform any reasonable tasks requested by your Manager and supervisor
- Notify your Manager if you require additional training as soon as practicable
- Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage
- Ensure compliance with Capital Group’s Company Policies at all times
- Ensure compliance with the Work Health and Safety (WH&S) responsibilities as outlined in section 4
3. Work Health and Safety (WH&S) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
3.1 EMPLOYEES MUST
- Cooperate with the Capital Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
- Undertake all relevant training to carry out your responsibilities in line with CG’s policies and procedures and legislative requirements;
- Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
- Load Restraint;
- Mass and Dimension;
- Fatigue;
- Speed; and
- Vehicle Standards.
- Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to their Manager;
- Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
- Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.
3.2 SUPERVISORS ARE RESPONSIBLE FOR
- Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG’s policies and procedures and legislative requirements;
- Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures and escalating to the Manager and relevant key stakeholders;
- Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;
3.3 MANAGERS AND SECTION HEADS ARE RESPONSIBLE FOR
- Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CG policies and procedures, and legislative requirements;
- Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures;
- Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
- Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.
