Admin Controller
Permanent
LinbroParkCPG
Overview
We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature-controlled network in Southern Africa.
But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our service your solutions.
Vector’s vehicle fleet includes a food industry first in ‘multi-temperature’ vehicles enabling the company to service business across frozen, chilled and ambient temperature zones on a single delivery.
Job Purpose
Responsiblefor the effective administration, maintenance, and governance of the BestTimeworkforce management system. The role ensures that user access isappropriately managed, system data integrity is maintained, and managementreporting is accurate, timely, and aligned with business requirements. Theincumbent serves as the primary point of contact for BestTime administration,user support, and system-related controls.
Administration within the warehouse departments.
Key Responsibilities
User Administration & Access Management
- Create, modify, anddeactivate BestTime user profiles in accordance with approved authorizationrequests
- Assign user roles,permissions, and access rights based on job responsibilities and segregation ofduties principles
- Ensure appropriateaccess levels are maintained and reviewed regularly
- Conduct periodic user access audits and remove unauthorized or inactive users.
- Support employee onboarding, transfers, promotions, and exits by updating system access accordingly.
- Maintain accurate records of all system access changes and approvals.
System Management & Governance
- Maintain the overallintegrity and accuracy of user information within BestTime
- Configure andmaintain organisational structures, reporting lines, departments, cost centres,and locations where applicable
- Ensure adherence to company policies, procedures, and system governance standards.
- Identify and escalation system-related risks, discrepancies, or control weaknesses.
- Assist with systemtesting and validation during upgrades, enhancements, or process changes
Reporting & Data Analysis
- Generate standard andad hoc BestTime reports for management, HR, Payroll, and operationalstakeholders
- Produce reports onattendance, absenteeism, overtime, scheduling, leave, and workforce utilization
- Validate reportaccuracy and investigate discrepancies before distribution
- Develop recurringreporting schedules and dashboards to support decision-making
- Analyse workforcedata and provide insights and trends where required
- Ensure confidential handling of employee data and compliance with data privacy requirements.
User Support & Training
- Serve as thefirst-line support contact for BestTime system queries and troubleshooting
- Assist users withlogin issues, access problems, and basic system navigation
- Provide guidance and training to managers and employees on system functionality and processes.
- Develop and maintain user guides, standard operating procedures, and training materials.
- Liaise with IT teamsand system vendors to resolve escalated technical issues.
Compliance & Audit Support
- Ensure compliance with internal controls, audit requirements, and company policies.
- Maintain documentation supporting user access approvals and system changes.
- Support internal and external audits by providing required reports and evidence.
- Monitor system usage and identify potential compliance risks or irregular activity.
KPIs
- User profiles created and maintained within agreed service levels.
- Accuracy of user access assignments.
- Timely completion ofaccess reviews and audits
- Accuracy andtimeliness of management reports
- Resolution time forsystem-related user queries
- Compliance with auditand governance requirements
- Data integrity andreporting accuracy levels
- Stakeholdersatisfaction with system support and administration
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- Administration within the warehouse departments where required
Key Relationship
Internal
- HR
- Line Managers & Supervisors
- Payroll
- IT
- Executive Management
- Operations Teams
- Internal Audit
External
- BesTime System Vendor
- External Consultants
- External Auditors
- Support Partners
Qualifications, Skills and Experience Required for the Job
Qualifications and Experience
- Grade 12 / Matric.
- Diploma or Degree in Human Resources, Information Systems, Business Administration, or related field.
- Experience workingwith workforce management, time and attendance, or HR systems
- Minimum 3-5 years'experience in system administration, HR administration, workforce management,or a related role
- Experience managinguser access and permissions
- Experience generatingand analysing operational reports
- Experience supportingmultiple stakeholders across the business
Skills and Competencies
Knowledge
- Workforce management and time & attendance processes.
- User accessmanagement and system controls
- HR and payroll processes.
- Data privacy and confidentiality requirements.
- Reporting andanalytical techniques
- Internal control and audit requirements.
Technical Knowledge
- System Administration
- Access Management
- Data Analysis
- Reporting and Dashboard Management
- Microsoft Excel
- Data Integrity Management
Skills
- Verbal and writtencommunication
- Computer literacy (SAP MM and BW and MS Office and especially proficiency in Excel).
- Report writing
- Interpersonal.
- Logical thinking
- Analytical thinking
- Presentation.
- Numeracy.
- Organisationalawareness
Attributes
- Attention to Detail
- Analytical Thinking
- Problem Solving
- Accountability
- Customer Service Orientation
- Planning and Organising
- Communication Skills
- Confidentiality and Integrity
- Stakeholder ManagementCreative
- Proactive
- Attention to detail.
- Deadline driven
- Able to interact atall levels of the organisation
- Able to plan aheadand manage time
- Able to prioritise
- Able to create apositive team environment
Vector Logistics supports the principles of EmploymentEquity and is committed to building a diverse and inclusive workplace.Preference will be given to candidates from designated groups in line with ourEmployment Equity Plan.
If you have not heard from us within 3 to 4 weeks after submitting your application, please consider your application unsuccessful on this occasion. We truly appreciate your interest in joining the Vector team and encourage you to stay connected for future opportunities that may align with your skills and career journey.
We look forward to hearing from you!
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