Commercial Administrator – Coal
Job in
Midrand, Gauteng, South Africa
Listed on 2026-09-30
Listing for:
Ikwezi Mining (Pty) Ltd
Full Time
position Listed on 2026-09-30
Job specializations:
-
Supply Chain/Logistics
Logistics Coordination, Inventory Control & Analysis, Freight
Job Description & How to Apply Below
- Raise, amend, and close POs on the SAP/procurement system
- Match POs to supplier quotes, contracts, and delivery notes
- Follow up on outstanding/overdue POs with suppliers and internal stakeholders
- Reconcile PO values against invoices (3-way match: PO – GRN – Invoice)
- Resolve PO/invoice discrepancies (price, quantity, tax) with procurement/finance
- Maintain PO tracking register/dashboard (open, closed, overdue, value)
- Support month-end PO accrual reporting
- Maintain and file all transporter contracts (SLAs, rate schedules, validity periods)
- Track contract renewal dates and flag expiries in advance
- Monitor transporter performance against agreed KPIs (on-time delivery, turnaround time, breakdown/downtime, complaints, accident/incident rate)
- Compile weekly/monthly transporter scorecards
- Log and follow up on non-conformances or penalty clauses (demurrage, late delivery penalties)
- Coordinate performance review meetings with transporters and commercial/logistics management
- Support tender/rate negotiation admin (rate comparison sheets, historic performance input)
- Capture weighbridge (loading point) vs destination (offloading point) mass
- Calculate weight variances (loss/gain) per load, per transporter, per route
- Apply moisture/quality adjustment factors where relevant
- Raise claims/debit notes against transporters for out-of-tolerance shortages
- Maintain a weight variance log/trend report by transporter and route
- Filing and document control (contracts, PODs, weighbridge tickets, certificates)
- Data entry and record maintenance across systems/spreadsheets
- Preparing routine reports for the commercial/logistics team
- Ad hoc support tasks as assigned (BEE , Credit application)
- Raise, amend, and close Purchase Orders (POs).
- Match POs, Goods Received Notes (GRNs), and invoices, and flag any differences.
- Follow up on outstanding POs and prepare aging reports.
- Capture weighbridge information and compare loads against destination weights.
- Calculate and report weight variances by transporter and route.
- Raise shortage claims and debit notes when required.
- Maintain and update the transporter contract register.
- Monitor contract expiry dates and send renewal alerts.
- Prepare transporter performance scorecards and track KPIs.
- Attend transporter review meetings and record minutes and action items.
- Assist with month-end PO accruals and prepare accrual schedules.
- Maintain proper filing and document control for contracts, POs, and related documents.
- Prepare ad hoc reports and summaries for management.
- Strong numerical/analytical ability (percentages, ratios, variance calculations)
- Advanced Excel (VLOOKUP/XLOOKUP, pivot tables, IF/SUMIFS, basic dashboards)
- SAP/procurement system exposure (SAP)
- Understanding of basic contract terms (SLAs, penalty clauses, Incoterms is a plus)
- Basic understanding of coal logistics (weighbridge processes, moisture content, tonnage, rail vs road haulage)
- High attention to detail and accuracy under repetitive workload
- Strong follow-up discipline and deadline management
- Assertive but professional communication (chasing suppliers/transporters)
- Comfortable escalating issues without being confrontational
- Organized, methodical, good document control habits
- % of POs processed within SLA (e.g., 48 hours)
- PO/invoice match accuracy rate
- Weight variance reporting turnaround (same day/next day)
- Number of unresolved weight variance claims older than 30 days
- Contract renewal alerts issued (100% before expiry, e.g., 60 days prior)
- Transporter scorecards…
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