Administration Clerk
Location: Rosslyn – Pretoria
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Purpose of the Role
The Warehouse & Logistics Administrative Coordinator is responsible for coordinating and executing all essential administrative activities within the warehouse and container management environment. This includes managing container movements, receiving and dispatching shipments, handling communication with clients and internal teams, and ensuring all operations adhere to Bidvest IL’s Standard Operating Procedures (QWI). The role is pivotal in maintaining efficient, timely operations that meet key performance indicators and client expectations. The successful candidate will ensure smooth workflows, accurate data management, and effective liaison between various stakeholders, contributing to the overall operational excellence of the logistics function.
Qualifications & Experience
Educational Background:
- Matric Certificate (Grade 12) or equivalent qualification.
- Proficient in MS Office Suite, including Outlook, Excel, and Word.
Work Experience:
- Minimum of 2 years of experience in data capturing and administrative duties.
- At least 2 years’ experience working with Warehouse Management Systems (WMS) or similar inventory management software is essential.
- Proven background in processing, filing, and handling electronic and telephone communication within a logistics or warehouse environment.
Additional Skills & Attributes:
- Ability to adapt quickly to changing operational demands and prioritize tasks effectively.
- Strong attention to detail with a focus on accuracy in data entry and reporting.
- Good understanding of inventory processes, container handling, and logistics workflows.
Key Responsibilities
Administrative Duties:
- Provide comprehensive clerical support, including mailing, scanning, faxing, copying, and maintaining both digital and hard copy filing systems.
- Perform precise data entry into relevant systems, ensuring all records are accurate and up to date.
- Handle inbound customer and client inquiries via phone and email professionally and efficiently.
- Manage daily administrative workflows aligned with operational needs, including:
- Repacking and roping activities
- Devanning (unloading containers)
- Inventory management and stock reconciliation
- Receiving and dispatching containers
- Creating new item entries within the warehouse management system (WMS)
- Assist with stock-take procedures to ensure inventory accuracy and accountability.
Liaison and Communication:
- Coordinate effectively with intermodal service providers, freight companies, and client logistics teams to facilitate seamless container movements and operational flows.
- Act as a point of contact between internal teams and external partners to resolve issues promptly.
Reporting & Data Management:
- Deliver timely and accurate reports aligned with client expectations, including daily, weekly, and monthly reports.
- Compile and analyze management statistics to identify operational trends or issues.
- Maintain real-time operational reports on container movements, service incidents, and other relevant activities.
- Monitor live client call-off dashboards, taking proactive action to address potential delays or issues.
- Complete critical reports such as:
- EOS Activity Report (daily)
- Yard Verification (weekly on Wednesdays and month-end)
- Container Inventory Count (daily EOS)
General Duties:
- Develop in-depth knowledge of container operations and client-specific procedures to enhance operational efficiency.
- Perform additional administrative tasks as assigned by senior staff, including special projects or process improvements.
Skills & Competencies
Knowledge:
- Strong understanding of administrative workflows, warehouse operations, and container management processes.
- Knowledge of inventory control, logistics, and supply chain principles.
Skills:
- Exceptional attention to detail and accuracy in data capturing and reporting.
- Advanced proficiency in MS Office applications, especially Excel (pivot tables, formulas, data analysis), Outlook, and Word.
- Excellent customer service skills, with the ability to communicate clearly and professionally.
- Strong data analysis capabilities for monitoring KPIs, operational metrics, and reporting.
- Ability to multitask and manage several responsibilities simultaneously without compromising quality or deadlines.
Personal Attributes
- Punctual, dependable, and trustworthy in handling sensitive information.
- Strong problem-solving skills with the ability to think quickly and adapt to changing conditions.
- High level of discipline and professionalism, ensuring adherence to company policies and procedures.
- Proactive in identifying operational gaps and suggesting improvements.
- Resilient and capable of working under pressure during peak periods or tight deadlines.
This role offers an excellent opportunity to work within a dynamic logistics environment, contributing directly to operational efficiency and customer satisfaction. If you meet the above qualifications and thrive in a fast-paced setting, we encourage you to apply and join our team committed to excellence in logistics management.
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