Depot Administrator

Mirna Butler Recruitment · Port Elizabeth, Eastern Cape

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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.

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.

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.