Sector: Cold-Chain Logistics & Distribution

Reports To: Warehouse Admin Manager

Purpose of the Position

The Administration Controller is responsible for the overall coordination and control of administrative and documentation processes within the branch.

This role ensures that all operational documentation relating to goods received, goods issued, reporting, claims, customer communication, and management reporting is captured accurately, filed correctly, and processed within required timelines.

The position acts as a key administrative link between customers and the operational warehouse team, ensuring operational visibility, reporting accuracy, and compliance with internal procedures and external regulatory requirements.

Key Responsibilities

• Data & Systems Administration
  • Capture all operational data accurately on the system on a daily basis, including manual capturing during system downtime where required.
  • Ensure the Daily Operational Dashboard is captured accurately and submitted within required timelines.
  • Maintain strict control of system access and data security, ensuring no unauthorised access to operational systems or stored information.
  • Ensure sufficient administrative supplies (labels, paper, documentation packs, etc.) are always available.
  • Maintain structured document filing systems to ensure easy retrieval of operational records.
  • Manage off-site document storage where applicable.
  • Maintain confidentiality of all customer product and system data.
  • Prepare and submit weekly customer reports as required.
  • Investigate and close off claims within the required timelines.
  • Act as ERP and WMS Super User, supporting operational teams in system-related queries.

• Operational Coordination
  • Manage and confirm inbound and outbound booking confirmations.
  • Ensure operational activities align with agreements and requirements defined with agents or customers.
  • Coordinate communication between customers and operational teams to ensure smooth operational flow.
  • Ensure Proof of Delivery (POD) documentation is captured, updated, and closed within required timelines.
  • Actively monitor and maintain the Operational Dashboard, coordinating with the operations team to ensure accuracy and completeness.
  • Serve as the primary administrative link between the customer and the operational team.

• Product Receipt & Dispatch Administration
  • Liaise with customers daily regarding product movements and operational requirements.
  • Verify incoming documentation against container and seal numbers.
  • Compare load sheet contents with receipt notes to ensure accuracy.
  • Allocate and issue pallet identification labels for all pallets stored.
  • Generate and distribute receipt notes to customers.
  • Ensure Goods Receipts (GRs) and Goods Issues (GIs) are correctly processed and closed per shift.

• Regulatory & Inspection Coordination
  • Notify the State Veterinarian (State Vet) of any incoming loads or containers that have not yet been inspected.
  • Assist the State Vet with the collection of required samples where applicable.
  • Inform customers of State Vet inspections and related processes.
  • Ensure no product is released from the facility without State Vet clearance where applicable.

Key Competencies & Attributes

• Strong attention to detail and administrative accuracy
• Excellent organisational and document-control skills
• Strong analytical and numeracy ability
• Ability to work effectively under pressure in a fast-paced operational environment
• Strong communication and coordination skills
• Self-motivated with a proactive and responsible work ethic
• High level of integrity and confidentiality
• Ability to collaborate effectively with operations teams and customers

Minimum Requirements

• Matric / Grade 12 (essential)
• 3–5 years’ experience in a similar administration or operational coordination role
• Strong computer literacy (MS Office – Word, Excel, Outlook)
• Experience working with ERP and Warehouse Management Systems (WMS) such as Accellos / Microsoft GP (advantageous)
• Experience working within logistics, warehousing, or supply chain environments
• Knowledge of Food Safety Certification standards (e.g. FSSC 22000) (advantageous)
• Understanding of regulatory frameworks such as:
  • State Vet ZA
  • NRCS
  • PPECB

Other Requirements

• Willingness to work shift schedules as required by operational demands
• Ability to work extended hours during peak operational periods
• High reliability and commitment to operational deadlines
• Strong ability to manage administrative functions in a high-volume environment