Admin Clerk - Bidvest International Logistics

Job Purpose    

• Bidvest International Logistics is looking for a driven and highly energetic Admin Clerk, the candidate we seeking will have good knowledge of warehouse administration procession such as capturing of invoices, inventory management, usage of WMS, be pedantic, and working knowledge of picking instructions.

Key Responsibilities    

1. PLANNING STOCK MANAGEMENT

• Stock management of system and controls within the Supply Chain Facility to ensure an efficient and effective operation
• Capture all incoming cargo and check delivery notes against BIL tally sheets.
• Advise supervisor and Stock Controller of any discrepancies.
• Input of information onto BIL and Customer systems.
• Check Theoretical stock availability on customer systems.
• Reconcile Theoretical stocks to physical stock takes as and when required.
• Report discrepancies to your superior and stock controller immediately and seek resolution.
• Report any damages noticed in the warehouse to your superior/stock controller

• Report any short dated/expired stock to your superior/ stock controller and clients when noticed in the warehouse or on stock counts.
• Supply operations with picking instructions timeously as per BIL delivery Schedule, to ensure good customer service.
• Check picking instructions prior to invoicing to ensure that the correct stock is dispatched on the correct date.
• Responsible for the reception, general office administration, invoicing and any other reasonable administration function
• that is required by an BIL client.
• Make sure all POD's coming in from your clients and invoices going out to stores are accounted for, scanned on edocs and managed.
• Need to be able to resolve Client queries timeously and efficiently

2. PLANNING DISTRIBUTION MANAGMENT

• Orders - release orders on the Clients system and capture orders on BIL system
• Hand orders to warehouse for picking, print invoices on Clients system, capture dispatches on BIL and client system.
• Receipts - capture receipts on Clients system / BIL system. If damages, Photo's taken and forwarded o client.
• Returns - capture good stock returned on Clients and BIL systems and ensure that it is correct return reason codes are
• captured on the systems the same day Pod is returned.
• Maintain correct flow of documentation with regards to incoming and outgoing cargo.
• Ensure all administration of documentation is photocopied/scanned and filed.
• Compile reports, spreadsheets for Management & Clients.
• Prepare client charge out and forward to admin controller for processing.
• Follow up on any outstanding invoices and orders

3. PROJECTS MANAGEMENT

• Actively assist in improving the administrative systems to the betterment of BIL and its Clients.

4. VERBAL COMMUNICATION

• Liaise with 3rd party depot (Supply Chain) regarding issues, procedures and solving problems.
• Liaise with the sales agents on a daily basis regarding orders, deliveries and stores problems.
• Liaise with the Warehouse on a daily basis regarding orders/deliveries or any queries
• Liaise with Clients on a daily basis regarding issues and solving problems.
• Adheres to all BIL policies and procedures.

5. GENERAL

• Ensures that all deadlines are met in accordance with the various client agreements as provided
• Maintain health and safety regulations and cleanliness of workstation.
• Make sure all assigned SHE responsibilities are fulfilled

Qualifications & Experience    

• Grade 12
• 3 years warehouse administration experience
• Experience in WMS

Skills & Competencies    

• Computer Literacy - MS Office
• Attention to detail
• Excell
• Customer Focused