Logistics Administrator

Staff Solutions; Oos-Kaap; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Staff Solutions is seeking a detail-oriented office and logistics coordinator in South Africa. The role covers general office duties, section floor manager support, client specifications and bookings, dispatch, invoicing and VGM, charging, templates, stickers, photos, daily and management reports, and DoA/PPECB coordination.

You will manage client loading instructions, ensure accurate data entry, monitor bookings and container movements, and maintain up-to-date documentation for clients and

Responsibilities

• Answer incoming calls, transfer calls, and take accurate messages when needed.
• Handle customer queries professionally and promptly.
• Perform filing, emailing and scanning, and keep the office neat and organised.
• Prepare reports requested by the Section Manager, including pallet locations per cold room and missing pallet reports.
• Inform Section Managers of specification changes and special client sticker requirements.
• Notify Section Managers immediately when EU and Steri consignments arrive.
• Obtain and capture client loading instructions at least 24 hours before loading date.
• Enter client specifications into the system (manually or via EDI) and verify all details and dates.
• Confirm freight forwarders submit bookings by 15:00 for the following day's loading.
• Check with Section Managers that containers reach the port before the stack closes.
• Verify orders and ensure the correct number of pallets are allocated.
• Update the system when client orders change and notify the Section Manager.
• Ensure orders meet cooling standards for destination markets.
• Confirm with freight forwarders which transporters will deliver containers to PECS.
• Prioritise loading according to vessel schedules and port cut-off times.
• Print reports on short pallets in dispatch bays when requested.
• Check CTO documents from dispatch scanners for container numbers, seals and references.
• Ensure all dispatch details match system records.
• Inform operational staff of client specification changes promptly.
• Capture all required documentation accurately and send to clients.
• Upload client loading instructions to the system.
• Record booking references, vessel names, destinations, container/seal numbers, pallet totals and weights, and temperature codes for every dispatch.
• Ensure all additional charges are included before dispatch.
• Arrange dispatch of conventional consignments and send relevant documents to clients and the port.
• Ensure pallet weights are correctly recorded on all documents.
• Link additional chargeable items to pallets before dispatch.
• Apply charges for stickers, inspections, pallet breakdowns and other services.
• Update charges and target market details per pallet after inspections as required.
• Ensure correct templates are placed in containers per client requirements.
• Record template and container numbers on the template log sheet.
• Conduct weekly stocktakes of templates and consumables, and notify clients when stock is low.
• Notify clients when replacements are needed.
• Receive sticker and labelling instructions and prepare sample labels for client approval.
• Check that label details (date, variety, count, grade) are correct and print labels for application to cartons.
• Provide printed labels to floor staff and file label checklists with approvals.
• Arrange photographs of Steri container load-outs and sticker load-outs and email photos to clients.
• Save all photos in the designated folder.
• Prepare daily, weekly and monthly Excel reports on pallets/containers, stickers and loader/driver activities.
• Generate management reports including stock, pallet locations, daily load-out, missing pallets, fruit age, and other requests.
• Coordinate with PPECB inspectors on age, quality and sticker inspections and submit TITAN documents.
• Liaise with DoA inspectors on market inspections and provide required documentation.
• Complete daily closing procedures and send files to relevant organisations.

Job description

Requirements:

1. General Office Duties

• Answer incoming calls, transfer calls to the correct person and take accurate messages when needed.
• Handle customer queries professionally and promptly.
• Perform filing, emailing and scanning, and keep the office neat and organised.

2. Section Floor Manager Support

• Prepare reports requested by the Section Manager, including:
  • Pallet locations per cold room.
  • Missing pallet reports.
• Inform Section Managers of specification changes and special client sticker requirements.
• Notify Section Managers immediately when EU and Steri consignments arrive, both via two-way radio and in person.

3. Clients, Specifications and Bookings

• Obtain and capture client loading instructions at least 24 hours before the loading date.
• Enter client specifications into the system immediately, manually or via EDI, ensuring all details and dates are correct.
• Confirm that freight forwarders submit bookings by 15:00 for the following day's loading.
• Check with Section Managers that containers will reach the port before the stack closes.
• Verify orders and ensure the correct number of pallets is allocated.
• Update the system when client orders change and notify the Section Manager.
• Ensure orders meet the required cooling standards for their destination markets.
• Confirm with freight forwarders which transporters will deliver containers to PECS.

4. Dispatch, Invoicing and VGM

• Prioritise loading according to vessel schedules and port cut-off times.
• Print reports on short pallets in dispatch bays when requested.
• Check CTO documents received from dispatch scanners, confirming container numbers, seal numbers and references are correct.
• Ensure all dispatch details match the information recorded on the system.
• Inform operational staff immediately of any client specification changes.
• Capture all required documentation accurately and send it to clients.
• Upload client loading instructions onto the system.
• Check and record the following details for every dispatch:
  • Booking reference.
  • Vessel name and voyage.
  • Destination.
  • Container and seal numbers.
  • Total pallets and cartons.
  • Pallet weights.
  • Temperature code.
• Ensure all additional charges are included before dispatch.
• Arrange the dispatch of conventional consignments when collected and send the relevant documents to clients and the port.
• Ensure pallet weights are correctly recorded on all documents.

5. Charging

• Link additional chargeable items to pallets before dispatch.
• Apply the correct charges for stickers, inspections, pallet breakdowns and other services.
• Update charges and target market details per pallet following inspections, where required.

6. Templates and Consumables

• Ensure the correct templates are placed in containers according to client requirements.
• Record template numbers and container numbers on the template log sheet.
• Conduct weekly stocktakes of templates and other consumables, such as void plugs and airbags.
• Notify clients when stock is low and replacements need to be ordered.

7. Stickers and Labels

• Receive sticker and labelling instructions from clients.
• Prepare sample labels and send them to clients for approval.
• Check that all label details, including date, variety, count and grade, are correct.
• Print labels once client approval has been received.
• Provide printed labels to floor staff for application to cartons.
• Ensure label checklists are completed and filed with the client approvals.

8. Photos

• Arrange photographs of all Steri container load-outs and sticker load-outs when required by clients.
• Email the photos to clients.
• Save all photos in the designated computer folder.

9. Daily and Management Reports

• Prepare daily, weekly and monthly Excel reports covering:
  • Pallets and containers loaded.
  • Stickers printed per organisation.
  • Loader and driver activities.
• Generate reports requested by management and floor staff, including:
  • Stock reports.
  • Pallet locations per cold room.
  • Daily load-out reports.
  • Missing pallet reports.
  • Fruit age reports.
  • Any additional reports requested by management.

10. PPECB Coordination

• Coordinate with PPECB inspectors regarding age, quality and sticker inspections.
• Prepare and submit all required inspection documents, including TITAN submissions.

11. Department of Agriculture (DoA) Coordination

• Liaise with DoA inspectors regarding special market inspections.
• Prepare and provide all required inspection documentation.

12. Day-End Procedures

• Complete daily closing procedures.
• Ensure all required files and documents are sent to the relevant organisations.