Admin Orders & Outbound Controller (Contract)

SUMMARY:
Available immediately for a contract position?  Multi-National concern, has an opening for an Admin Orders / Outbound Controller.  Ensure the efficient management of customer orders, outbound logistics, inventory control, and documentation, supporting seamless supply chain operations. The role provides accurate reporting, proactive communication, and compliance assurance to enable optimal customer service and operational performance.

POSITION INFO:
Report directly to the Supply Chain Manager  Minimum of Matric plus a minimum of 5+ years related experience essential.  Tertiary qualification in Supply Chain highly advantageous.  Be responsible for all administrative and operational tasks related to the following:

• Customer order intake, validation and processing
• Co-ordination and scheduling of outbound shipments
• Inventory record management and reconciliation
• Preparation, storage, and archiving of documentation
• Communication with internal teams, customers, suppliers, and logistics partners
• Reporting performance metrics to management
• Order Management & Processing
• Receive, review, and validate customer purchase orders (POs) via email, ERP, or online systems.
• Verify order details: customer information, product codes, quantities, pricing, and terms.
• Confirm inventory availability before accepting orders.
• Generate order confirmations within 48 hours.
• Prepare all necessary documentation for invoicing and PODs within 72 hours.
• Track and report order progress, ensuring timely updates to customers and internal stakeholders.
• Outbound Logistics Coordination
• Schedule and coordinate shipments with approved logistics providers to meet delivery deadlines.
• Prepare shipping documents: packing lists, delivery advice, consignment notes, and relevant legal documentation.
• Monitor outbound deliveries, proactively addressing delays, route changes, or issues with carriers.
• Maintain records of all shipments for audit, compliance, and performance analysis.
• Inventory Management
• Maintain accurate stock records and update order allocation status in ERP or inventory systems.
• Collaborate with Admin: Orders & Inbound Clerk to conduct periodic and cycle stock counts.
• Maintain key customer inventory files for review during service-level performance meetings.
• Report discrepancies, shortages, or excesses immediately to the Supply Chain Manager.
• Customer & Stakeholder Communication
• Provide proactive updates on order status, delays, and exceptions.
• Liaise with warehouse, logistics, and transport teams to resolve operational challenges.
• Respond to customer complaints professionally and escalate unresolved issues as required.
• Maintain a customer communication log for performance tracking and quality improvement initiatives.
• Compliance, Documentation & Reporting
• Ensure all documents are filed, stored, and archived according to company policies.
• Maintain outbound transaction records for internal and external audits.
• Follow SOPs, company policies, and relevant regulatory requirements for shipping, handling, and documentation.
• Conduct internal compliance checks and identify areas for process improvement.
• Generate periodic reports for the Supply Chain Manager including:
• Order processing performance metrics
• Inventory accuracy reports
• On-time delivery statistics
• Customer satisfaction and complaint resolution
• Exception and discrepancy logs