Depot Administrator

Introduction

An exciting opportunity is available for a detail-oriented and organised Depot Administrator to join a busy warehouse and distribution operation in Port Elizabeth.

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 and responsibilities

• 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.

Minimum 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. Are you ready to contribute to a company that values precision, customer focus, and operational excellence? Join us in driving logistics success and apply now to be part of a team committed to excellence.