Key Responsibilities

1. General Administration and Customer Service

• Answer incoming telephone calls, direct enquiries to the appropriate departments, and relay accurate messages.
• Respond to customer queries professionally and timeously.
• Perform general administrative duties, including filing, emailing, scanning, and maintaining organised records.
• Maintain an orderly office environment and ensure documents are correctly stored and accessible.
• Provide administrative support to section managers and operational teams.

2. Client Bookings and Shipment Specifications

• Liaise with clients to ensure load-out instructions are received and captured at least 24 hours before the scheduled loading date.
• Capture client specifications accurately into the relevant system, manually or via electronic data interchange (EDI).
• Ensure all orders are correctly dated and reflect the latest client requirements.
• Liaise with freight forwarders to confirm that bookings for the following day's loading are received by 15:00.
• Confirm container delivery arrangements and ensure containers arrive at the port before the relevant vessel stack closure.
• Verify order details, including the correct number of pallets and any special client requirements.
• Update the system when orders or specifications change and immediately notify the relevant operational personnel.
• Ensure orders comply with the applicable cooling protocols and target-market requirements.
• Confirm transport arrangements with freight forwarders and transporters.

3. Dispatch Documentation and Invoicing

• Prioritise load-outs according to vessel schedules and stack deadlines.
• Receive and verify Container Terminal Orders (CTOs) and ensure container numbers, seal numbers, and reference numbers are accurately captured.
• Cross-check dispatch documentation against system records to ensure consistency and accuracy.
• Capture and verify all relevant shipment information, including:
  
  • Booking reference
  • Vessel name and voyage details
  • Destination
  • Container and seal numbers
  • Total pallets and cartons
  • Pallet weights
  • Temperature codes
• Ensure all required documentation is completed accurately and submitted to clients and relevant parties.
• Verify that applicable additional charges are included before dispatch.
• Coordinate conventional consignments upon collection and distribute the relevant documentation to clients and the port.
• Ensure pallet weights are correctly reflected on all applicable documents.
• Prepare short-pallet reports and other dispatch printouts as requested by management.

4. Charges and Additional Services

• Capture and allocate additional charges to the relevant pallets before dispatch.
• Apply charges for services such as stickers, inspections, pallet breakdowns, and other applicable activities.
• Update pallet records when target-market specifications change following inspections.
• Ensure all chargeable services are accurately recorded and reflected in the relevant documentation.

5. Temperature Monitoring Devices and Consumables

• Ensure temperature-monitoring devices (temptales) are placed in containers according to client instructions.
• Record temptale serial numbers against the corresponding container numbers on the designated log sheet.
• Conduct weekly stocktakes of temptales and monitor consumable stock levels.
• Notify clients when stock is running low and replenishment is required.
• Monitor other consumables, including void plugs and airbags, and coordinate replenishment as necessary.

6. Client Stickers and Labelling

• Receive and review label template instructions supplied by clients.
• Prepare sample labels and submit them to clients for approval before printing.
• Verify that all label information is correct, including dates, fruit varieties, counts, and grades.
• Print approved labels and distribute them to the relevant floor staff for application.
• Ensure label checklists are completed and filed together with client approvals.
• Maintain accurate sticker records and ensure labelling requirements are communicated to the operational team.

7. Shipment Photography

• Coordinate photographs of sterilisation (steri) container load-outs and sticker load-outs where required by clients.
• Ensure photographs are taken clearly and in accordance with client specifications.
• Email photographs to the relevant clients.
• Store all photographs in the designated electronic folders for recordkeeping and future reference.

8. Reports and Excel Administration

• Compile and maintain daily, weekly, and monthly Excel spreadsheets covering:
  
  • Pallets and containers loaded
  • Stickers printed per organisation
  • Loader and driver activity
• Generate operational reports as requested by management and floor staff, including:
  
  • Stock reports
  • Pallet locations by cold room
  • Daily load-out reports
  • Missing pallet reports
  • Fruit age reports
  • Other operational and management reports
• Ensure reports are accurate, up to date, and submitted within required timeframes.
• Notify section managers of specification changes, client sticker requirements, and other critical operational information.
• Communicate urgent information, including the arrival of EU and sterilisation consignments, promptly via two-way radio and in person where required.

9. PPECB and Department of Agriculture Coordination

• Liaise with PPECB inspectors regarding age, quality, and sticker inspections.
• Prepare and provide the necessary documentation for inspections, including required TITAN submissions.
• Coordinate with Department of Agriculture (DoA) inspectors regarding special-market inspections.
• Ensure all relevant inspection documentation is complete, accurate, and available when required.
• Communicate inspection requirements and updates to the relevant operational teams.

10. Daily Close-Out Procedures

• Complete daily end-of-day administrative procedures.
• Ensure all required files, reports, and documentation are submitted to the relevant organisations and stakeholders.
• Verify that dispatch records and system information are accurate and complete.
• Ensure outstanding queries, changes, and documentation requirements are communicated to the appropriate personnel.

Minimum Requirements

• Previous experience in logistics administration, dispatch, warehousing, export administration, or a similar administrative role will be advantageous.
• Experience in the fruit export, cold storage, or perishable goods industry will be beneficial.
• Good computer literacy, particularly Microsoft Excel, email, and general office systems.
• Strong numerical and data-capturing accuracy.
• Excellent administrative, organisational, and recordkeeping skills.
• Good written and verbal communication skills.
• Ability to manage multiple tasks and meet strict operational deadlines.
• Strong attention to detail when handling shipment specifications and documentation.
• Ability to liaise professionally with clients, transporters, freight forwarders, inspectors, and internal teams.
• A proactive approach to problem-solving and resolving discrepancies.

Key Competencies

• Accuracy and attention to detail
• Logistics and dispatch coordination
• Administrative and reporting skills
• Excel and data management
• Time management and prioritisation
• Client service and communication
• Teamwork and collaboration
• Problem-solving and initiative
• Ability to work under pressure