Admin Orders & Outbound Controller at ADM

Purpose:

• The Admin Orders & Outbound Controller ensures the efficient management of customer orders, outbound logistics, inventory control, and documentation, supporting seamless supply chain operations.

Key Responsibilities:
Order Management & Processing:

• Receive, review, and validate customer purchase orders (POs) via email, ERP, or online systems.
• Verify order details: customer information, product codes, quantities, pricing, and terms.
• Confirm inventory availability before accepting orders.
• Generate order confirmations within 48 hours.
• Prepare all necessary documentation for invoicing and PODs within 72 hours.
• Track and report order progress, ensuring timely updates to customers and internal stakeholders.

Outbound Logistics Coordination

• Schedule and coordinate shipments with approved logistics providers to meet delivery deadlines.
• Prepare shipping documents: packing lists, delivery advice, consignment notes, and relevant legal documentation.
• Monitor outbound deliveries, proactively addressing delays, route changes, or issues with carriers.
• Maintain records of all shipments for audit, compliance, and performance analysis.

Inventory Management

• Maintain accurate stock records and update order allocation status in ERP or inventory systems.
• Collaborate with Admin: Orders & Inbound Clerk to conduct periodic and cycle stock counts.
• Maintain key customer inventory files for review during service-level performance meetings.
• Report discrepancies, shortages, or excesses immediately to the Supply Chain Manager.

Customer & Stakeholder Communication

• Provide proactive updates on order status, delays, and exceptions.
• Liaise with warehouse, logistics, and transport teams to resolve operational challenges.
• Respond to customer complaints professionally and escalate unresolved issues as required.
• Maintain a customer communication log for performance tracking and quality improvement initiatives.

Compliance, Documentation & Reporting

• Ensure all documents are filed, stored, and archived according to company policies.
• Maintain outbound transaction records for internal and external audits.
• Follow SOPs, company policies, and relevant regulatory requirements for shipping, handling, and documentation.
• Conduct internal compliance checks and identify areas for process improvement.
• Generate periodic reports for the Supply Chain Manager including:
• Order processing performance metrics
• Inventory accuracy reports
• On-time delivery statistics
• Customer satisfaction and complaint resolution
• Exception and discrepancy logs

Requirements:

• Matric (Grade 12) required, a diploma or degree in Supply Chain, Logistics, or related field preferred
• 2–3 years’ experience in order management, logistics coordination, or supply chain administration
• Strong customer service orientation with proven ability to handle internal and external stakeholders professionally
• Proficiency in ERP systems (e.g., SAP, Oracle, or MS Dynamics) and Microsoft Office (Excel, Outlook, Word)
• High attention to detail and strong problem-solving skills
• Ability to work under pressure, manage multiple priorities, and meet deadlines
• Excellent communication skills (written and verbal)
• Flexibility and a proactive mindset to take ownership of issues and see them through to resolution