Logistics Administrator

PURPOSE

The purpose of this role is to coordinate the smooth running and administration of the respective branch, ensuring the proper maintenance of office equipment, availability of stock, and management of company vehicles. The role requires keeping records and systems up to date and ensuring that office administration processes function effectively. The incumbent must provide excellent service to both internal and external customers.

Duties and Responsibilities:

FINANCIAL 

• Maintain and track the company credit card, ensuring staff sign for it daily.
• Engage with office suppliers by obtaining quotes and submitting invoices to the creditors clerk.
  
• Ensure effective resource management.
• Retrieve receipts and submit them timeously.

Stock Management:

• Maintain detailed stock records, conduct regular stock takes, and ensure accurate updates on the system.
• Manage and track stock issued to contractors and/or regional offices.
  
• Manage stock received from vendors and record it accurately on the finance system.
• Ensure stock levels remain above minimum thresholds for vendor or supplier orders.
• Oversee office stock management.

Company Assets:

• Ensure the fixed asset register is always up to date.
• Issue and receive company assets in coordination with the IT department.
• Ensure assets assigned to employees are accurately recorded and tracked.

Fleet Management:

• Book regional fleet vehicles for required services and/or repairs.
• Capture fuel slips and traffic fines onto the fleet platform as received.
• Report and escalate any vehicle damage caused by driver negligence to the Logistics Manager and the Human Capital Department.

CUSTOMER 

• Supervise office maintenance and contractors.
• Facilitate onboarding of new suppliers onto the company's records.
• Maintain a complaint rate of less than 5% over 12 months regarding stationery, stock, facilities, and other employee-related services.
• Keep records on spreadsheets and systems confirming that facility stock has been issued accurately within 24 hours of receiving customer instructions.
• Ensure 100% customer satisfaction for both internal and external customers.

BUSINESS PROCESS IMPROVEMENTS

Stock Management and Office Administration

• Ensure all required stock is issued to regions, technicians, and contractors within 24–48 hours as per the stock process.
• Complete all paperwork (Stock Issue Slips) and obtain required signatures.
• Record and pack stock accurately upon receipt.
• Ensure all faulty stock from various regions is returned to Head Office.
• Ensure repaired stock is returned to the system for re-issue where required.
• Conduct physical stock counts every Friday afternoon and at month-end and submit stock count reports to the Logistics Manager.
• Assist departments with arranging courier services for goods.
• Ensure the storeroom is always clean, tidy, and compliant with Health and Safety requirements.
• Maintain stock levels above minimum thresholds for vendor or supplier orders.
• Ensure accurate record-keeping and timeous updates of all stock delivery notes and records.
• Manage day-to-day office operations, ensuring facilities are functional, the office environment is clean, stock is available, and vehicle maintenance is monitored.
• Maintain facilities stock (from stationery to kitchen supplies) through weekly stock takes and timely ordering.
• Ensure all repairs and maintenance are completed according to company standards.
• Introduce innovative staff initiatives aligned with company values.
• Conduct weekly office maintenance checks and report findings as per the Facilities SOP.

Asset Management

• Ensure the fixed assets register is always up to date.
• Ensure all assets assigned to employees are tracked accurately on the finance system and/or sharedrive.
• Maintain up-to-date documentation, databases, and registries on the relevant finance systems.
• Ensure all equipment issued to employees is signed for at the time of issue and that all required documents are completed and processed.
  
• Arrange shipment of IT hardware for staff in various regions when required.

Fleet Management

• Report and escalate vehicle damage caused by driver negligence to the logistics manager and the human capital department.
• Report faults identified during vehicle inspections timeously.
• Monitor vehicle license disk reports monthly.
• Manage assigned and floating vehicle requirements.
• Monitor drivers and vehicles on the fleet platform (tracking system).
  
• Ensure all vehicle and driver information is current and stored on the sharedrive and finance systems.

Reporting and Documentation:

• Provide weekly and monthly reports (fleet, stock and logistics updates), as requested by management.
• Ensure that all records are updated on the respective finance systems and supporting documents are filed accurately. 

LEARNING AND DEVELOPMENT

• Upskilling on internal systems such as Odoo, QContact, Everlytic, and Quickbase.
• Accept constructive criticism, remain open to new ideas, and handle conflict diplomatically.
• Stay informed of industry and role developments through on-the-job learning, short courses, skills sharing, and seminars.
• Complete quarterly self-training/upskilling reports (e.g., excel, finance short course, seminars).
• Learn Zoom's current and new products.
• Adapt effectively to new situations, unusual demands, emergencies, or critical incidents.
  

QUALIFICATIONS AND EXPERIENCE 

• National senior certificate is essential.
• Higher certificate and/or diploma in office administration is essential. 
• National diploma in supply chain Management is advantageous.
• A minimum of 1 year in administration and/or coordination is required.
• A driver's license is required.
  
• Knowledge in customer service, stock management and Microsoft office is essential. 
  

COMPETENCIES

Administration - Performs activities related to an organization's administration such as computing, organizing, planning, scheduling, producing reports or filing.

Communication skills - Exchanges information, news, ideas and views to create shared meaning. Communication occurs between levels, departments and employees. Uses appropriate methods of communication and transmits clear, professional messages. Checks own understanding.

Planning and Organizing - Provides a written account of intended future action to achieve specific objectives within a specific timeframe. This explains what needs to be done, when, how, and by whom.

Attentive to detail - Thorough, gives care and consideration to all parts and aspects of tasks. 

Manages pressure - Handles work related stress, pressure, and difficulties. Bounces back from obstacles and setbacks, ensuring work continuity. Stays optimistic and persistent.