ADM Administrative / Secretarial Jobs in Johannesburg
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Purpose:
The Admin Orders & Outbound Controller ensures the efficient management of customer orders, outbound logistics, inventory control, and documentation, supporting seamless supply chain operations.
Key Responsibilities:
Order Management & Processing:
- Receive, review, and validate customer purchase orders (POs) via email, ERP, or online systems.
- Verify order details: customer information, product codes, quantities, pricing, and terms.
- Confirm inventory availability before accepting orders.
- Generate order confirmations within 48 hours.
- Prepare all necessary documentation for invoicing and PODs within 72 hours.
- Track and report order progress, ensuring timely updates to customers and internal stakeholders.
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Outbound Logistics Coordination
- Schedule and coordinate shipments with approved logistics providers to meet delivery deadlines.
- Prepare shipping documents: packing lists, delivery advice, consignment notes, and relevant legal documentation.
- Monitor outbound deliveries, proactively addressing delays, route changes, or issues with carriers.
- Maintain records of all shipments for audit, compliance, and performance analysis.
Inventory Management
- Maintain accurate stock records and update order allocation status in ERP or inventory systems.
- Collaborate with Admin: Orders & Inbound Clerk to conduct periodic and cycle stock counts.
- Maintain key customer inventory files for review during service-level performance meetings.
- Report discrepancies, shortages, or excesses immediately to the Supply Chain Manager.
Customer & Stakeholder Communication
- Provide proactive updates on order status, delays, and exceptions.
- Liaise with warehouse, logistics, and transport teams to resolve operational challenges.
- Respond to customer complaints professionally and escalate unresolved issues as required.
- Maintain a customer communication log for performance tracking and quality improvement initiatives.
Compliance, Documentation & Reporting
- Ensure all documents are filed, stored, and archived according to company policies.
- Maintain outbound transaction records for internal and external audits.
- Follow SOPs, company policies, and relevant regulatory requirements for shipping, handling, and documentation.
- Conduct internal compliance checks and identify areas for process improvement.
- Generate periodic reports for the Supply Chain Manager including:
- Order processing performance metrics
- Inventory accuracy reports
- On-time delivery statistics
- Customer satisfaction and complaint resolution
- Exception and discrepancy logs
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Requirements:
- Matric (Grade 12) required, a diploma or degree in Supply Chain, Logistics, or related field preferred
- 2–3 years’ experience in order management, logistics coordination, or supply chain administration
- Strong customer service orientation with proven ability to handle internal and external stakeholders professionally
- Proficiency in ERP systems (e.g., SAP, Oracle, or MS Dynamics) and Microsoft Office (Excel, Outlook, Word)
- High attention to detail and strong problem-solving skills
- Ability to work under pressure, manage multiple priorities, and meet deadlines
- Excellent communication skills (written and verbal)
- Flexibility and a proactive m
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