Logistics Administrator

Staff Unlimited Recruitment; Gqeberha; On-site; ZAR 240,000 - 420,000; Full time

Job summary

Staff Unlimited Recruitment is seeking a Logistics Administrator in Gqeberha. The role covers general office duties, client coordination, bookings, dispatch documentation, and daily reporting to ensure on-time load-outs and compliance with cooling protocols.

You will liaise with freight forwarders, update client orders, and generate operational reports while maintaining accurate records and documentation for clients and inspectors.

Responsibilities

• Answer incoming calls, identify the purpose, and transfer to the appropriate extension or take and deliver accurate messages.
• Address and resolve customer queries professionally and promptly.
• Perform filing, emailing, scanning, and maintain a tidy office environment.
• Generate and provide reports as requested by the section manager, including stowing pallets per cold room and missing pallets reports.
• Notify section managers of any specification changes.
• Inform section managers of client-specific sticker requirements.
• Inform section managers of EU & Steri as soon as received, both on two-way radio and in person.
• Coordinate with clients to ensure all load-out instructions are received and captured 24 hours prior to the loading date.
• Enter client specifications into the system immediately, either manually or via EDI, ensuring accuracy and correct dating.
• Liaise with freight forwarders to confirm all bookings are received by 15:00 for the next day's loading.
• Verify with the section manager that containers will arrive at the port before stack closure.
• Double-check all orders for accuracy, ensuring the correct number of pallets.
• Update the system with any client order changes and inform the section manager.
• Ensure all orders comply with cooling protocols as required by the target market.
• Confirm with freight forwarders the transporters delivering containers to PECS.
• Prioritize loadouts based on vessel stack schedules.
• Provide printouts for short pallets in dispatch bays as requested by the section manager.
• Receive CTOs from dispatch scanners, verifying container numbers, seal numbers, and reference numbers, and ensure they are accurately captured in the system.
• Confirm all information aligns with system data.
• Notify operational staff immediately of any specification changes received from clients.
• Ensure all documentation is accurately captured and sent to clients.
• Import client load-out instructions into the system.
• Verify and capture the following details for each dispatch: Booking reference, Vessel name, Destination, Container number, Seal number, Total pallets, Total cartons, Pallet weights, Temp-code, Vessel/Voyage.
• Verify that all relevant ad hoc charges are included before dispatched.
• Dispatch conventional consignments upon collection and send relevant documentation to clients and port.
• Ensure pallet weights are accurately reflected on all relevant documents.
• Link additional ad hoc items to pallets before inclusion in dispatched.
• Apply charges for stickers, inspections, and pallet breakdowns etc. per pallet.
• Update target market changes per pallet post-inspection.
• Ensure templates are placed in all containers as per client requests.
• Record template numbers and corresponding container numbers on the template log sheet.
• Conduct weekly stock takes of templates and notify clients to reorder if stock is low and other consumables e.g. void plugs and air bags.
• Receive template instructions from client
• Create sample label – send to client for approval
• Ensure all information (date, variety, count & grade) correct.
• Once client approves, print labels.
• Sticker/labels printed in office given to floor staff to label cartons.
• Ensure label checklist completed and filed along with approval in sticker file.
• Ensure photos are taken of all steri container loadouts and sticker loadouts as per client requests.
• Send photos to clients via email.
• Store all photos in a designated folder on the PC.
• Compile daily, weekly, and monthly Excel spreadsheets for: Pallets and containers loaded; Stickers printed per organization; Loaders/drivers.
• Generate reports as requested by management and floor staff, including stock reports, stowing pallets per cold room, daily load-out reports, missing pallet reports, age of fruit reports, any additional reports requested by the manager.
• Liaise with PPECB inspectors regarding age inspections, quality inspections, sticker inspections.
• Prepare and provide all necessary documentation for PPECB inspections including TITAN submissions
• Liaise with DoA inspectors regarding special market inspections.
• Prepare and provide all necessary documentation for DoA inspections.
• Perform day-end procedures to ensure all files are sent to relevant organizations.

Job description

Logistics Administrator

Location: Gqeberha

General Office Duties:

• Answer incoming calls, identify the purpose, and transfer to the appropriate extension or take and deliver accurate messages.

• Address and resolve customer queries professionally and promptly.

• Perform filing, emailing, scanning, and maintain a tidy office environment.

Section Floor Managers Requirements:

• Generate and provide reports as requested by the section manager, including:

  • Stowing pallets per cold room.

  • Missing pallets reports.

• Notify section managers of any specification changes.

• Inform section managers of client-specific sticker requirements.

• Inform section managers of EU & Steri as soon as received, both on two-way radio and in person.

Clients, Specifications, and Bookings:

• Coordinate with clients to ensure all load‑out instructions are received and captured 24 hours prior to the loading date.

• Enter client specifications into the system immediately, either manually or via EDI, ensuring accuracy and correct dating.

• Liaise with freight forwarders to confirm all bookings are received by 15:00 for the next day's loading.

• Verify with the section manager that containers will arrive at the port before stack closure.

• Double‑check all orders for accuracy, ensuring the correct number of pallets.

• Update the system with any client order changes and inform the section manager.

• Ensure all orders comply with cooling protocols as required by the target market.

• Confirm with freight forwarders the transporters delivering containers to PECS.

Dispatch, Invoicing, VGM:

• Prioritize loadouts based on vessel stack schedules.

• Provide printouts for short pallets in dispatch bays as requested by the section manager.

• Receive CTOs from dispatch scanners, verifying container numbers, seal numbers, and reference numbers, and ensure they are accurately captured in the system.

• Confirm all information aligns with system data.

• Notify operational staff immediately of any specification changes received from clients.

• Ensure all documentation is accurately captured and sent to clients.

• Import client load‑out instructions into the system.

• Verify and capture the following details for each dispatch:

  • Booking reference

  • Vessel name

  • Destination

  • Container number

  • Seal number

  • Total pallets

  • Total cartons

  • Pallet weights

  • Temp-code

  • Vessel/Voyage

• Verify that all relevant ad hoc charges are included before dispatched.

• Dispatch conventional consignments upon collection and send relevant documentation to clients and port.

• Ensure pallet weights are accurately reflected on all relevant documents.

Charging:

• Link additional ad hoc items to pallets before inclusion in dispatched.

• Apply charges for stickers, inspections, and pallet breakdowns etc. per pallet.

• Update target market changes per pallet post‑inspection.

Temptales:

• Ensure templates are placed in all containers as per client requests.

• Record template numbers and corresponding container numbers on the template log sheet.

• Conduct weekly stock takes of templates and notify clients to reorder if stock is low and other consumables e.g. void plugs and air bags

Stickers:

• Receive template instructions from client

• Create sample label – send to client for approval

• Ensure all information (date, variety, count & grade) correct.

• Once client approves, print labels.

• Sticker/labels printed in office given to floor staff to label cartons.

• Ensure label checklist completed and filed along with approval in sticker file.

Photos:

• Ensure photos are taken of all steri container loadouts and sticker loadouts as per client requests.

• Send photos to clients via email.

• Store all photos in a designated folder on the PC.

Daily Reports:

• Compile daily, weekly, and monthly Excel spreadsheets for:

  • Pallets and containers loaded.

  • Stickers printed per organization.

  • Loaders/drivers.

• Generate reports as requested by management and floor staff, including:

  • Stock reports.

  • Stowing pallets per cold room.

  • Daily load‑out reports.

  • Missing pallet reports.

  • Age of fruit reports.

  • Any additional reports requested by the manager.

PPECB Coordination:

• Liaise with PPECB inspectors regarding:

  • Age inspections.

  • Quality inspections.

  • Sticker inspections.

• Prepare and provide all necessary documentation for PPECB inspections including TITAN submissions

DoA:

• Liaise with DoA inspectors regarding:

  • Special market inspections.

• Prepare and provide all necessary documentation for DoA inspections.

Day End:

• Perform day‑end procedures to ensure all files are sent to relevant organizations.