Warehouse Administration Controller, Cape Town

Overview 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

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