Systems and Process Administrator

KERSTON FOODS CC; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A logistics company in Cape Town is seeking a Systems, Processes & Device Administrator to oversee warehouse systems and devices. The ideal candidate will manage inventory data control and ensure compliance with company policies. Responsibilities include training staff, conducting internal audits, and improving processes. Candidates should have a Grade 12 education and relevant certifications or diplomas in Administration or Logistics, with proven experience in inventory control and WMS administration.

Qualifications

• 1–2 years of experience in WMS administration or warehouse systems role.
• Experience in inventory control and warehouse processes.
• Understanding of SQL is advantageous.

Responsibilities

• Manage and maintain all warehouse systems, including WMS and inventory software.
• Oversee warehouse devices including setup, allocation, maintenance, and repairs.
• Conduct internal audits for SOP compliance.
• Train staff on system usage and device handling.

Skills

Database management

Technical ability with RF technology

Analytical and problem-solving skills

Communication and interpersonal skills

Education

Grade 12

Formal certificate or short diploma in Administration, Information Systems, Logistics or relevant field

Tools

Warehouse Management Systems (WMS)

Barcode scanning

Mobile device management

Job description

Systems, Processes & Device Administration

• Manage and maintain all warehouse systems, including WMS, inventory software, reporting tools, and digital processes.
• Oversee all warehouse devices (Zebra scanners, smartphones, tablets, and handhelds), including setup, allocation, maintenance, tracking, and repairs.
• Troubleshoot system and device issues; liaise with IT or external vendors where required.
• Review and update digital and physical warehouse processes to support efficient operations and best practices.
• Develop and maintain SOPs, training materials, and process documentation.
• Conduct staff workshops on system functionalities, best practices, updated workflows, and new features.
• Report system issues and provide continuous feedback to warehouse controllers and management.
• Stay informed on trends, technologies, and advancements in warehouse systems to propose improvements.

Inventory Data Control & Reporting

• Generate stock take sheets, capture physical counts, and reconcile variances.
• Capture and update stock inventory on systems in line with operational requirements.
• Compile monthly stager and picker performance data.
• Complete and update the daily staff attendance sheet.
• Maintain accurate filing of all Palladium transactions and stock movement documents across warehouses.
• File and archive all stock take documentation.
• Capture returns, transfers, and corrections in the system.
• Investigate stock-related discrepancies, including camera reviews for dispatch errors.
• Monitor KPIs including stock accuracy, order fulfilment timelines, and staff productivity.
• Compile and submit a Weekly Management Report covering:
• Warehouse outputs
• Inventory performance
• Staff performance
• Attendance compliance
• System or process deviations
• Device usage/availability issues

Compliance, Governance & Process Improvement

• Conduct internal audits to ensure SOP and process compliance.
• Ensure all warehouse processes align with company policy, safety requirements, FSSC/HACCP standards, and operational best practices.
• Maintain accurate system documentation for audit readiness.
• Identify inefficiencies and implement process improvements.
• Lead initiatives to reduce errors, streamline workflows, and enhance warehouse efficiency.

Training & Staff Support

• Train staff on system usage, device handling, process adherence, and updated workflows.
• Provide refresher training and support for controllers, pickers, stagers, and receivers.
• Serve as first-line support for system, process, and device-related questions or challenges.

Ad hoc duties

• Assist dispatch in loading trucks when required.
• Assist with stock takes, picking, replenishing, and staging during peak periods.
• Support warehouse housekeeping standards.
• If licensed, operate Hyster or reach trucks as needed to support operational flow.

QUALIFICATIONS AND EXPERIENCE:

• Minimum Grade 12.
• 1–2 years formal certificate or short diploma in Administration, Information Systems, Logistics, or relevant field.
• Proven experience in WMS administration or warehouse systems role.
• Understanding of database management, system integrations, SQL (advantageous).
• Strong technical ability with experience in barcode scanning, RF technology, and mobile device management.
• Experience in inventory control and warehouse processes.
• Strong analytical and problem-solving skills.
• Ability to work independently, prioritise tasks, and manage time effectively.
• Strong communication and interpersonal skills to collaborate across teams.
• High attention to detail with a focus on accuracy and compliance.