Administrative Coordinator

EXPERIENCE AND QUALIFICATIONS:

• A minimum of 2–3 years’ experience in an administrative, finance or related role.
• A relevant tertiary qualification will be advantageous.

KEY RESPONSIBILITIES

Invoicing and Financial Administration

• Prepare, process and file invoices and all supporting documentation.
• Distribute invoices to clients via email or post.
• Process transfers between Marketers and Traders.
• Prepare and issue credit notes where required.
• Maintain and update export and URC reports.
• Process Foreign Exchange Contract (FEC) allocations.
• Respond to and resolve debtor queries.

Warehouse Administration

• Arrange and book loads as required.
• Manage Proof of Delivery (POD) documentation and ensure all system entries are completed accurately.
• Monitor and maintain inventory records.
• Compile and submit weekly warehouse reports.

Inventory Management

• Prepare and maintain inventory reports.
• Reconcile physical warehouse stock against recorded inventory balances.
• Process stock adjustment requests and ensure discrepancies are addressed.
• Coordinate and assist with annual stock counts and verification procedures.

Logistics Administration

• Confirm load bookings and ensure accurate load documentation.
• Track deliveries and monitor transport progress.
• Process and follow up on transport claims.
• Investigate and resolve transport invoice queries.
• Review and monitor the debtors list, following up on outstanding items where necessary.

General Administration and Support

• Monitor and maintain office and operational supplies.
• Ensure monthly commission calculations are checked and finalised within the required deadlines.
• Assist with the finalisation of contracts and related documentation.
• Conduct reconciliations every six months.
• Attend to routine queries and complaints promptly and professionally.