Warehouse Clerk at Vector Logistics

Job Purpose

•  Administration within the warehouse departments

Key Responsibilities

Checking and dispatching

• Adhere to checklist for the Truck and confirm:
• Clean vehicle
• Pre-cooling done 
• Temperature spec control
• Checks picked stock against loaded stock for accuracy and correct any loaded variances / disparity
• Dispatches stock items in an efficient, compliant and timely manner and dispatches stock from the warehouse including ensuring that they are not damaged, the cold chain has been maintained and that everything dispatched is accounted for on the loading document
• Once the truck is confirmed as accurately loaded, closes the truck doors and seals the truck with a numbered seal which is recorded against a fleet number for the truck
• Collates and handovers completed loading documents to the Billing Clerk
• Records loading start / loading finish times to determine checking and loading rates and reports to the Shift Warehouse Controller any loading delays.
• Record pallets dispatched on the truck.
• Issue and receipt of stock and refrigerated / chiller stock management and rotation
• Stock reconciliation and materials handling
• Maintaining of ISO / HACCP health and safety and hygiene standards
• Assisting of customers if necessary
• Assign counters

Billing

• Compile the documents and records from different sources such as sales receipts, purchase orders, shipping invoices, credit slips, and tax statements.
• Calculate the invoice total and any discounts or special rates that apply
• Prepare the bill and enter the amount into the accounting system
• Ensure the amounts captured into the system correlate with the receipts.
• Send the bills to customers electronically via e-mail.
• Resolve billing-related issues for customers
• Maintain copies of invoices for recordkeeping purposes.
• Contact clients and customers to make sure their information is current and accurate
• Issue credit memos.
• Correct discrepancies and inaccurate bills
• Complete ad hoc invoicing and reconciliations
• Ensure customer invoices and related delivery documentation is available prior to vehicle departure.
• Administer and implement all paperwork, delivery notes, invoices as per defined procedures and Group standards
• Maintain timely input to SAP and ensure accurate transaction records
• Check invoices ensuring compliance with VAT legislation.

Safety and security

• Effective Teamwork and Self-Management
• Always safeguard the stock in the warehouse against loss and damage
• Comply with applicable company policies including health, safety, environment, risk and quality, including HACCP/ISO
• Conduct housekeeping in accordance with standard operating procedures
• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritizing, and self-development
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

GRV Administration

• Ensure compliance with established procedures and Company standards to maintain effective control over administrative processes.
• Receive ZGIT document and match to supplier delivery note (POD) and endorse POD once checked
• Capture what has been physically received off the ZGIT / delivery note into SAP
• Manage and address customer queries (shorts or overs) and raise NCA on SAP
• Collate documentation and send it to administration (PSD) or collate and scan to support office

Information and Data Management

• Accurately and regularly capture data into the information system to enable access to reliable data and reporting for analysis and decision making.
• Scan inbound and outbound documents before the end of each shift
• Upload invoices into SAP.
• Run the daily report and share it at the end of each shift. (Bay Management/Plan forge)
• Run Plan Forge/Bay Management reports and share them with the Supply Planning Team
• Update the daily CHEP recon

Ad hoc Administration

File and safeguard records within area of responsibility.

Compile ad hoc spread sheets and reports

Weekly damage and drop stock reporting

Daily cycle count management

Compile a risk report, Power BI, Fresh recon reports, Warehouse Capacity report, Block stock (QA, product recalls, RPO)

Weekly & Monthly Cycle Counts

 Safety and Security

• Comply with applicable company policies including health, safety, environment, risk and quality, including HACCP/ISO
• Conduct housekeeping within working area in accordance with standard operating procedures.

Teamwork and Self - Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritizing and self-development
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

KPI's

• Accuracy of GRV administration, capturing and reconciliations
• Productivity and efficiency

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Matric
• Valid Reach truck and counterbalance license
• Computer Literacy would be an advantage
• Basic Computer literacy would be an advantage
• SAP, Power BI & Excel 
• Valid Forklift and counterbalance license
• Similar working experience for a minimum of 6 months

Skills and Competencies

• Effective written and verbal communication skills
• Quick problem-solving skills
• High level of honesty and integrity
• Ability to work independently and as part of a team
• Willingness to work shifts, overtime and public holidays as per operational requirements
• Sober habits and reliability
• Punctuality and attendance reliability
• Ability to work under pressure
• Knowledge of SAFETY rules and HACCP principles