Warehouse Admin Controller

Sector: Cold-Chain Logistics & Distribution 
 Reports To: Warehouse Admin Manager 
 Purpose of the position 
 The Warehouse Admin Controller is responsible for the full administrative and documentation function supporting warehouse receiving, dispatch, and inventory activities . 
 This includes daily dashboards , customer reporting , POD management , pallet administration , stock-take support , returns processing , and ensuring all warehouse documentation is accurate, complete, and timeously filed . 
 The role supports operational efficiency, stock integrity, and client service through structured administration and disciplined adherence to reporting standards. 
 Key Responsibilities 



 
 • Operations Administration 
 
 • Capture all daily operational dashboards accurately and on time.
 • Submit weekly customer reports within required deadlines.
 • Process returns within 24 hours of the event and validate return reasons daily.
 • Ensure all receiving packs contain the required documentation, including:
 
 • Put-away confirmation checks
 • Photos of stock
 • Quality control documents
 • Correct and complete forms
 

 • Ensure proper closure of receipts and goods issued per shift.
 • Manage inbound booking confirmations and ensure accuracy.
 • Maintain POD compliance , ensuring they are updated and do not exceed:
 
 • 7 days for local deliveries
 • 14 days for linehaul deliveries
 

 • Assist with planning and coordinating inbound booking slots and time allocations to support operational flow.
 • Manage stationery supply and availability to ensure administrative continuity.
 

 
 
 • Inventory Control Administration 
 
 • Oversee pallet management , including CHEP and standard brown pallets.
 • Support cycle counts , stock takes, and reconciliations; ensure accurate capturing and investigation of variances.
 • Support and monitor stock rotation processes and ensure compliance.
 • Ensure that stock received under quarantine is correctly labelled and processed under “hold” status.
 

 



 
 • Claims, Reporting & Client Support 
 
 • Submit all daily client reports 
 • Conduct claims investigations and close them off immediately upon completion.
 • Ensure accurate and timely reporting to management for any discrepancies or outstanding investigations.
 

 



 
 • Housekeeping & Compliance 
 
 • Maintain a clean, organised, and professional Admin Office environment .
 • Ensure full compliance with Time and Attendance controls and reporting requirements.
 • Support site adherence to warehouse SOPs, quality standards, safety requirements, and audit readiness.
 

 
 
 • People Management 
 
 • Participate in shift planning and execution , ensuring adequate admin coverage per shift.
 • Monitor staff productivity and ensure adherence to SOPs.
 • Motivate, support, and discipline team members as required in line with HR procedures.
 • Provide direct oversight, guidance, and support to Admin Clerks, ensuring accuracy, productivity, and adherence to SOPs.
 

 
 Key Competencies & Attributes 
 
 • Strong attention to detail with high accuracy levels.
 • Excellent organisational, administrative, and filing skills.
 • Analytical ability with sound numeracy skills.
 • Able to work in a fast-paced, high-pressure environment.
 • Strong verbal and written communication skills, with the ability to liaise directly and professionally with customers.
 • Ability to multitask and manage competing deadlines.
 • Strong sense of accountability and responsibility.
 • Proficient in MS Office (Excel, Word, Outlook).
 • Strong teamwork orientation and ability to support operational teams.
 
 Minimum Requirements 
 
 • Matric / Grade 12 (essential).
 • 3–5 years’ experience in receiving, dispatch, or warehouse administration (essential).
 • Experience within a cold-chain or FMCG warehousing environment (advantageous).
 • Strong logistics background with experience in warehouse operations, receiving, dispatch , and stock administration (important).
 • Strong computer literacy and ability to learn warehouse systems quickly.
 • Demonstrated experience with returns, PODs, stock administration, and operational documentation.
 • Valid South African driver’s licence and own reliable vehicle (important).
 
 Other Requirements 
 
 • Willingness to work shifts as required.
 • Able to work overtime or extended hours during peak operational periods.
 • Excellent reliability and commitment to meeting tight reporting deadlines.