Logistics Administrator

**Job Purpose**:
To provide operational support and facilitation in the process flow of cargo from the time that an Import pre-alert / Export order is available, until the goods are delivered to the Importer / Exporter. To ensure that all operations files and shipments, reports, processing and filing of documents for all operations are done in accordance with the KPI's and BIL Standard Operating Procedures. Updating of statistics and reports. Auditing and verification of shipments documentation in accordance with SOP. Monitoring & Reporting of shipments and deviations. Assist Supervisor and Manager as required.

**Qualifications & Experience**:
**_ Qualifications:_**
- Grade 12 (Matric)
- Certificate / Diploma in Logistics / Relevant tertiary qualification would be advantageous, ie Degree or FIATA diploma
- Computer literate - MS Excel, Word, Power Point, Outlook, CargoWise, (In house FCSD system Panda to be trained

**_Experience:_**
- Minimum of 5 years experience in the industry in handling of Import and Export Sea & Air freight operations (Automotive exp., is an added advantage).
- Import / Export Clearing and Forwarding operations, procedures and requirements.
- Customer Liaison and strong customer focus.
- Accurate Data capturing, statistics and reporting.
- Understanding of query analysis and root cause analysis.
- Understanding of 5S principals.
- SHERQ ans ISO Safety, Health, Environmental aspects of good warehousing practices.

**Key Responsibilities**:
**_ Customer Satisfaction:_**
- Quick and accurate response to customers queries.
- Supervising of KPI's of the operation.
- Ensure all SOP's are in support of customer expectations and also focussed on minimising risk.

**_Operations:_**
- Facilitation and generation of documentation required in the process flow, ie bookings, SARS clearances, transportation, NPA & Carriers requirements etc for cargo from the time that an Import pre-alert / Export order is available, until the goods are delivered to the Importer / Exporter using various systems and also manula processes as applicable.
- Accurate Data capturing of shipments for reporting.
- Assist Supervisor & Manager with operations optimization through constructive inputs.
- Assist with determining and Implementation of appropriate Corrective Actions of root cause and audit trail analysis.
- Ensuring adherence to SHE standards as well as QMS and company policies.
- Taking minutes of operations meetings held when required.
- Encourage continuous improvement of service.
- Ensure compliance to good hygiene and housekeeping disciplines within all areas under responsibility.
- Ensure that the department aligns itself to the BIL corporate framework and that all signage and uniforms uphold the image of BIL. Correct PPE worn.
- Monitor and maintain discipline in all areas of responsibility.
- Conducting of regular process audits and reporting of deviations.
- Maintaining of set 5S principals throughout the operation, audits and reports.

**_Reporting:_**
- Daily, Weekly and Monthly measurement and reporting of KPI Achievement and deviations.
- Ensure on time submission of daily/ weekly and monthly reports.

**_Main Activities of this role:_**
- General administration and finance administration.
- Ensure processes and procedures are in line with the SOP, KPI and QMS for export and import shipments, for air, sea and road as required.
- Daily liason with Client, Dealers, Customs, BIL staff etc as required and respectfully holding BIL values high.
- Co-ordinate bookings, documentation, collections, deliveries with other Freight Forwarders.
- Responsible for handling queries related to shipments.
- Updating of reports in accordance with operation SOP. Reporting on operations, documentation and processes as required.
- Filing of all operational documentation daily as per QMS procedure. All documentation is treated as important and filed neatly and correctly.
- Checking accuracy of all daily shipments executed according to KPI specifications.
- Ensuring that all shipments are completed and accurate inline with KPI specification.
- Confirm and forward VGM for FCL containers inline with KPI and specification.
- Update and distribute all KPI reports on a daily basis. Maintain the KPI board as required.
- Ensuring that all variances and claims are investigated, analysed thoroughly, resolved and documented with preventative measures inplace.
- Ensure compliance to correct PPE at all times. Ensure that the department aligns itself to the BIL corporate framework and that all signage and uniforms uphold the image of BIL.
- Reporting of any incident as and when it happens. Escalation of incidents / deviations as required.
- Ensuring the maintaining of 5S in areas of responsibility, as well as doing the daily required 5S Audits and the completion and handing in of the daily 5S audit sheet as required.