Job Openings at Bidvest International Logistics

Job Purpose

The Operations Administrator is to assume full accountability for the operational admin function / client satisfaction, maintaining and improving the processes in places and providing support to the operational team when required to do so.

Qualifications & Experience

• Matric.
• Minimum of 2 years work experience in a hazardous chemical’s environment / warehouse.
• Strong operational admin experience.
• Previous work experience on Cargowise 1 (Inventory management system).

Key Responsibilities

ADMIN/RECEIPTS

• Ensure that all the relevant documentation is received prior to cargo being received into the warehouse.
• Ensure receipts are entered in the daily workload.
• Co-ordinate the receiving of cargo with the transporter and warehouse supervisor.
• Ensure that when unpacking cargo, the inward tally sheet captured by operations is reconciled with packing list, ensuring the cargo received corresponds to the packing list.
• Report all delays for the racking off cargo to your supervisor.
• When the racking of cargo is completed, update the warehouse management systems.
• Forward electronic copy of the tally sheet within the KPI requirements to the respective clients.
• Any discrepancies identified in the receipting process must be escalated to your line manager immediately, and then to the client.

DESPATCHES

• Ensure that all documents are received prior to the cargo being despatched.
• Ensure that when notified of a despatch it is entered into the daily workload.
• Ensure that the release instruction is received timeously within the KPI of the respective client.
• Prepare the picking slip by capturing all information for despatch on to the warehouse management system.
• Using the store copy, verify the cargo picked and sign off stores copy and place with cargo to be despatched.
• Co-ordinate the despatches off cargo with the relevant transporters and warehouse supervisor.
• Any discrepancies in the picking or dispatching process must be escalated to your line manager and the client immediately.
• Ensure that client KPIs are completed and submitted to your line manager during the first week of the new month (for the previous month's performance).

INVENTORY MANAGEMENT

• Prepare and conduct daily, weekly and monthly stock counts for all your all your clients and forward to the Warehouse supervisor.
• Ensure that the physical stock sheets are signed off by the counter.
• Reconcile the physical stock against the system.
• Ensure physical stock sheets and discrepancies are signed off by the counters.
• Balance physical figures to the warehouse management system and complete all transfers if applicable.
• Ensure all count sheets are signed off by the supervisor and filed for future reference.
• Ensure that by the end of every month, a stock count is conducted for all your clients.
• Ensure that all client queries are attended to and feedback is given timeously.

MAINTENANCE OF THE WAREHOUSE MANAGEMENT SYSTEM

• Update warehouse management system timeously.
• Ensure that bin to bin transfers are updated on the system timeously.
• Prepare all month end invoicing schedules as per cut of dates and ensure that all ties up to the warehouse management system.
• Ensure that all receipts and dispatches are correctly captured on the relevant warehouse management system.

SAFETY/QUALITY

• Adhere and comply to BIL SHEMS requirements.
• Adhere and comply to the Quality Management System.
• Assume responsibilities as a first aider.