Depot Administrator at Mirna Butler Recruitment

Job Description

• A dynamic logistics organization dedicated to delivering excellence in supply chain solutions is seeking a highly organized Depot Administrator to support its operational growth and streamline administrative processes. This role is pivotal in ensuring the smooth functioning of depot activities, with a focus on documentation accuracy, customer service, and operational efficiency.

Duties:

• Receive, verify, capture, and process Proof of Delivery (POD) documentation, ensuring completeness and accuracy.
• Follow up on missing, incomplete, or incorrect documentation with drivers, warehouse staff, and customers.
• Maintain precise records of outstanding PODs, taking ownership of the process through to resolution.
• Ensure all documentation is correctly filed and readily accessible.
• Escalate unresolved documentation issues to management.
• Accurately capture customer orders and operational data onto relevant systems and spreadsheets.
• Maintain up-to-date records, ensuring all information is captured before cut-off times.
• Process invoices across multiple warehouse management and invoicing systems, verifying against supporting documents.
• Identify and resolve invoice discrepancies proactively.
• Monitor outstanding invoice documentation and liaise with relevant parties to obtain necessary information.
• Handle customer enquiries professionally via phone and email, responding to queries related to deliveries, orders, PODs, invoices, and operational matters.
• Investigate and gather information for queries, ensuring timely follow-up and escalation when necessary.
• Foster professional working relationships with customers, drivers, warehouse personnel, and internal departments.
• Answer and direct incoming calls, serving as the first point of contact for visitors and callers.
• Process and maintain vehicle-related administrative documentation, including capturing and verifying driver trip sheets.

Requirements:

• Minimum of 1 year experience in a similar administrative or logistics role.
• Matric (Grade 12) is essential.
• Strong organizational skills with the ability to manage multiple tasks effectively.
• Excellent customer service and communication skills.
• Proficiency in Microsoft Excel, Outlook, and Word.
• Capable of managing data capturing and record keeping accurately.
• Ability to follow up diligently and escalate issues appropriately.
• A valid driver’s licence and own reliable vehicle are essential.
• Familiarity with the following is advantageous:
• Logistics and supply chain processes.
• Warehouse management systems.

Benefits:

• Competitive salary of R7,000 to R10,000 per month (Cost to Company).
• Opportunities for professional development within a supportive team environment.
• On-site work in the Eastern Cape, offering a collaborative and dynamic work setting.