SUMMARY:
To ensure the accurate and timely management of logistics documentation, including filing, record-ke
POSITION INFO:
LOGISTIC ADMINISTRATOR
Supply Chain
Job Purpose
To ensure the accurate and timely management of logistics documentation, including filing, record-keeping, and follow-up on missing paperwork. This role is vital for maintaining the integrity of logistics processes, supporting the company's performance objectives in reliability, compliance, and operational efficiency.
Key Accountabilities and Outputs
Document Management and Upkeep
•Accurately maintain and organize all logistics-related documents, ensuring they are easily accessible for reference and audit purposes.
•File and archive documents systematically, following company guidelines and legal requirements for record-keeping.
•Ensure that all logistics documentation, such as invoices, delivery notes, and records, are complete, accurate, and up-to-date.
Follow-Up and Resolution of Missing Paperwork
•Proactively track and follow up on any missing or incomplete documentation, ensuring that discrepancies are resolved promptly.
•Collaborate with internal teams, such as warehouse staff, drivers, and suppliers, to obtain missing documents and correct any inconsistencies.
•Maintain a log of outstanding documents and provide regular updates to the logistics management team on the status of unresolved issues.
Compliance and Audit Preparedness
•Ensure that all logistics documentation complies with internal policies, industry standards, and legal regulations.
•Prepare and organize documents for internal and external audits, ensuring that all records are accurate and readily available.
•Conduct regular checks to verify that documentation processes meet compliance requirements and suggest improvements where necessary.
Data Entry and Information Management
•Accurately input logistics data into relevant systems, maintaining the integrity and accuracy of information across platforms.
•Generate reports on logistics activities, such as delivery status, inventory levels, and document completion, to support decision-making and operational planning.
•Ensure that data is consistently updated to reflect the most current information, minimizing errors and delays.
Support for Logistics Operations
•Provide administrative support to the logistics team, including preparing delivery labels, processing orders, and coordinating with suppliers.
Assist in the coordination of deliveries, ensuring that all necessary paperwork is completed and filed before dispatch.
•Communicate effectively with logistics personnel to ensure that documentation processes align with operational needs and timelines.
Continuous Improvement and Efficiency
•Identify opportunities to streamline document management processes, reducing the time required for filing, retrieval, and follow-up.
•Participate in continuous improvement initiatives to enhance the efficiency and effectiveness of logistics administration.
•Stay informed on best practices in logistics documentation and implement new strategies to improve accuracy and compliance.
Routine Responsibilities:
•Maintain and update physical and electronic filing systems for logistics documents.
•Follow up on missing documents with internal and external stakeholders.
•with company policies.
•Prepare documentation for audits and provide necessary support during the audit process.
Qualifications and Experience
•Grade 12 / Matric / NQF level 4 (Essential)
•Up to 1 year of experience in logistics, supply chain, or administrative roles.
•Familiarity with logistics documentation and record-keeping practices.
Key Qualities
Attention to Detail
•Ensure accuracy in maintaining records, filing documents, and updating data systems.
Organizational Skills
•Ability to manage large volumes of paperwork and data, ensuring everything is filed and recorded systematically.
Problem Solving
•Proactively identify and resolve issues related to missing or incomplete documentation.
Communication
•Effectively communicate with internal teams and external partners to ensure documentation is complete and accurate.
Compliance Awareness
•Understand and adhere to regulatory requirements related to logistics documentation and record-keeping.
Continuous Improvement
•Engage in ongoing efforts to enhance documentation processes and improve operational efficiency.
