Logistics Administrator

SUMMARY:
Our client in the Fruit Cold Storage industry is seeking 2 experienced Logistics Administrators to join their team based in Gqeberha/ Port Elizabeth

POSITION INFO:
Requirements: Minimum of 2 years working experience within a similar role 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.