Admin Clerk - Bidvest International Logistics

Bidvest International Logistics (BIL) is looking to employ an Admin Clerk on a fixed-term contract within their Logistics Park operations, the successful candidate will be responsible to control and coordinate all administrative processes within the warehouse such as reconciliation of stock reports, capturing of all in-coming cargo amongst others, our preferred candidate will have full knowledge of MS Package, attention to detail and warehouse experience if this position describes you! 

Key Responsibilities    

1. PLANNING STOCK MANAGEMENT

• Stock management of systems and controls within the Supply Chain Facility to ensure an efficient and effective operation
• Capture all incoming cargo and check delivery notes.
• Advise supervisor and Stock Controller of any discrepancies.
• The input of information onto BIL and Customer systems.
• Check Theoretical stock availability on customer systems.
• Reconcile Theoretical stocks to physical stock takes as and when required.
• Report discrepancies to your superior and stock controller immediately and seek resolution.
• Report any damages noticed in the warehouse to your superior.
• Report any short-dated/expired stock to your superior and clients when noticed in the warehouse or on stock counts.
• Supply operations with picking instructions timeously as per BIL delivery Schedule, to ensure good customer service.
• Check to pick instructions before invoicing to ensure that the correct stock is dispatched on the correct date.
• Responsible for the reception, general office administration, invoicing, and any other reasonable administration function
• that is required by a BIL client.
• Make sure all POD's coming in from your clients and invoices going out to stores are accounted for, scanned on edocs, and managed.
• Need to be able to resolve Client queries timeously and efficiently

2. PLANNING DISTRIBUTION MANAGEMENT

• Orders - release orders on the Clients system and capture orders on the BIL system
• Hand orders to warehouse for picking, print invoices on Clients system, capture dispatches on BIL and client system.
• Receipts - capture receipts on Clients system / BIL system. If damages, Photo's taken and forwarded o the client.
• Returns - capture good stock returned on Clients and BIL systems and ensure that it is correct to return reason codes are
• captured on the systems the same day Pod is returned.
• Maintain the correct flow of documentation with regards to incoming and outgoing cargo.
• Ensure all administration of documentation is photocopied/scanned and filed.
• Compile reports, spreadsheets for Management & Clients.
• Prepare client charge out and forward to admin controller for processing.
• Follow up on any outstanding invoices and orders

3. PROJECTS MANAGEMENT

• Actively assist in improving the administrative systems for the betterment of BIL and its Clients.

4. VERBAL COMMUNICATION

• Liaise with 3rd party depot (Supply Chain) regarding issues, procedures, and solving problems.
• Liaise with the sales agents daily regarding orders, deliveries, and stores problems.
• Liaise with the Warehouse daily regarding orders/deliveries or any queries
• Liaise with clients daily regarding issues and solving problems.
• Adheres to all BIL policies and procedures.

5. GENERAL

• Ensures that all deadlines are met following the various client agreements as provided
• Maintain health and safety regulations and cleanliness of workstations.
• Make sure all assigned SHE responsibilities are fulfilled

Qualifications & Experience    

• Matric
• 2 - 3 years experience in related field
• Warehouse Experience
• Experience with WMS

Skills & Competencies    

• Strong administrative and attention to detail.
• Follow the instruction and coordinate workload
• Computer Literate
• Proficient in English