Service & Logistics Operations Administrator - Atlantis, Western Cape, South Africa

Job Title: Service & Logistics Operations Administrator

Location: Atlantis, Western Cape, South Africa

Work Arrangement: Onsite

Contract Type: Permanent

Salary: R18 000 - R23 000 pm (Commensurate with experience)

Company Description

The employer is a leading, proudly South African Original Equipment Manufacturer (OEM) specializing in high-efficiency industrial refrigeration, thermal energy systems, and advanced environmental technologies. Operating from a state-of-the-art facility, the company designs, manufactures, and supports specialized cooling, liquid-ice, and water-security systems tailored for demanding marine, aquaculture, industrial, and mining environments. Guided by a philosophy of engineering simplicity and sophisticated design, they are a high-impact, community-focused organization dedicated to local skills development, green technology innovations, and robust global supply chain execution.

Job Summary

The Service & Logistics Operations Administrator plays a critical cross-functional role within a fast-paced engineering and manufacturing environment. Bridging the gap between technical operations, finance, and international supply chain management, this position manages administrative and operational workflows within the Service, Creditors, Logistics, and Stores divisions. Utilizing the HansaWorld ERP platform, the successful candidate will oversee the administrative lifecycle of heavy-machinery and spare-parts projects—from initial quotation and technical component procurement to project costing, final invoicing, and complex international maritime and road freight coordination.

Duties and Responsibilities

Service Department & Engineering Project Administration

• Generate highly accurate customer quotations for equipment service, technical maintenance, and bespoke system components.
• Track project lifecycles by opening project numbers and systematically issuing them to engineering, fabrication, and field service teams.
• Assist the technical service team with material requirements planning (MRP), placing supplier orders for specialized engineering components, and maintaining digital and physical service folders.
• Procure specialized technical spares from local and international suppliers using the HansaWorld ERP system.
• Conduct precise project costing upon project finalization, compiling actual expenditures (materials, labor, specialized crating) against budgets and updating quotations accordingly.
• Reconcile inventory levels within HansaWorld, ensuring all parts, valves, and manufacturing stock are correctly issued out against the specific technical project.
• Compile draft final invoices on HansaWorld and route them to the Service and Operations Managers for formal approval.
• Release finalized invoices within HansaWorld, routing copies to accounts while distributing documentation to client creditors' departments to ensure timely payment.
• Compile, update, and maintain weekly Service Invoice Reports for strategic operational reviews with management.

Creditors Support & Supply Chain Liaison

• Assist the finance team by accurately capturing supplier and technical vendor invoices into the HansaWorld system.
• Liaise closely with stores and procurement teams to resolve queries relating to specialized purchase orders, delivery notes, and supplier invoicing discrepancies.
• Proactively communicate with external technical suppliers to follow up on outstanding delivery notices, missing certifications, or delayed orders.

Logistics, Maritime & Heavy Freight Coordination

• Liaise with international shipping and clearing agents to obtain competitive freight quotations across sea freight (containerized and breakbulk), airfreight, and road modalities.
• Coordinate with specialized rigging and crating companies to secure quotes for local and international shipping configurations, ensuring the safe transport of large industrial units.
• Route freight quotes for internal management approval and process corresponding shipping agent purchase orders on HansaWorld.
• Collaborate with engineering project leaders to finalize accurate Commercial Invoices and Packing Lists.
• Source correct Harmonized System (HS) Codes from suppliers to ensure precise customs classification for heavy equipment and cooling technology components.
• Verify that all technical transport parameters—including exact physical dimensions, net/gross weights, and equipment serial numbers—are meticulously recorded on commercial invoices and packing lists.
• Complete and submit precise Clearing Instructions to freight forwarding agents to minimize port and transit delays.
• Monitor international transit times, maintain real-time tracking logs,