Business Control & ERP Administrator

Job Title: Business Control & ERP Administrator

Department

Administration / Management

Reports To

General Manager

Job Purpose

The Business Control & ERP Administrator is responsible for overseeing the company’s ERP system, monitoring purchasing and sales transactions, ensuring accurate financial and operational records, and coordinating between Finance, Operations, Maintenance, and Procurement departments. The role supports management by providing accurate reports, maintaining system controls, and ensuring compliance with company procedures.

Key Responsibilities

ERP System Management

• Manage and maintain the ERP system and user access.
• Ensure all transactions are accurately entered into the ERP system.
• Monitor data accuracy across purchasing, sales, inventory, maintenance, and finance modules.
• Train employees on ERP procedures and best practices.
• Coordinate with ERP vendors and IT support when required.

Financial & Commercial Control

• Review and verify purchase orders, supplier invoices, and sales invoices.
• Ensure all transactions comply with company policies and approval processes.
• Monitor outstanding customer payments and supplier balances.
• Assist Finance in monthly closing and reconciliation activities.
• Prepare management reports on sales, purchases, expenses, and profitability.

Purchasing Control

• Monitor procurement requests and purchase order approvals.
• Ensure purchases are within approved budgets.
• Track supplier performance and delivery schedules.
• Coordinate with Procurement and Warehouse teams regarding inventory levels.

Operations & Maintenance Coordination

• Work closely with Operations and Maintenance teams to monitor service activities.
• Track maintenance jobs, spare parts usage, and service costs.
• Ensure maintenance records are updated in the ERP system.
• Support operational planning and resource allocation.

Reporting & Analysis

• Prepare weekly and monthly KPI reports.
• Analyze sales trends, purchasing costs, inventory movement, and maintenance expenses.
• Identify discrepancies, operational risks, and cost-saving opportunities.
• Present findings and recommendations to management.

Compliance & Internal Control

• Establish and monitor internal control procedures.
• Conduct periodic audits of inventory, purchasing, and sales transactions.
• Ensure company policies and approval workflows are followed.
• Support management during internal and external audits.

Qualifications

• Bachelor’s Degree in Business Administration, Accounting, Finance, Supply Chain, or related field.
• Minimum 3–5 years of experience in ERP administration, business control, finance, or operations.
• Strong knowledge of ERP systems (SAP Business One, Odoo, Oracle, Microsoft Dynamics, etc.).
• Strong understanding of purchasing, inventory, finance, and sales processes.
• Advanced Microsoft Excel and reporting skills.
• Strong analytical and problem-solving abilities.

Key Skills

• ERP Administration
• Financial Analysis
• Internal Controls
• Purchasing & Inventory Management
• Management Reporting
• KPI Monitoring
• Process Improvement
• Data Analysis
• Communication & Coordination
• Attention to Detail

KPIs

• ERP Data Accuracy
• Purchase Order Compliance Rate
• Invoice Processing Accuracy
• Inventory Variance %
• Monthly Reporting Timeliness
• Cost Saving Initiatives
• Maintenance Cost Control
• Outstanding Receivables Monitoring

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