Warehouse Admin Controller

SUMMARY:
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POSITION INFO:

Sector: Cold-Chain Logistics & Distribution

Reports To: Warehouse Admin Manager

Purpose of the position

The Warehouse Admin Controller is responsible for the full administrative and documentation function supporting warehouse receiving, dispatch, and inventory activities.

This includes daily dashboards, customer reporting, POD management, pallet administration, stock-take support, returns processing, and ensuring all warehouse documentation is accurate, complete, and timeously filed.

The role supports operational efficiency, stock integrity, and client service through structured administration and disciplined adherence to reporting standards.

Key Responsibilities

• Operations Administration
  • Capture all daily operational dashboards accurately and on time.
  • Submit weekly customer reports within required deadlines.
  • Process returns within 24 hours of the event and validate return reasons daily.
  • Ensure all receiving packs contain the required documentation, including:
    • Put-away confirmation checks
    • Photos of stock
    • Quality control documents
    • Correct and complete forms
  • Ensure proper closure of receipts and goods issued per shift.
  • Manage inbound booking confirmations and ensure accuracy.
  • Maintain POD compliance, ensuring they are updated and do not exceed:
    • 7 days for local deliveries
    • 14 days for linehaul deliveries
  • Assist with planning and coordinating inbound booking slots and time allocations to support operational flow.
  • Manage stationery supply and availability to ensure administrative continuity.

• Inventory Control Administration
  • Oversee pallet management, including CHEP and standard brown pallets.
  • Support cycle counts, stock takes, and reconciliations; ensure accurate capturing and investigation of variances.
  • Support and monitor stock rotation processes and ensure compliance.
  • Ensure that stock received under quarantine is correctly labelled and processed under “hold” status.

• Claims, Reporting & Client Support
  • Submit all daily client reports
  • Conduct claims investigations and close them off immediately upon completion.
  • Ensure accurate and timely reporting to management for any discrepancies or outstanding investigations.

• Housekeeping & Compliance
  • Maintain a clean, organised, and professional Admin Office environment.
  • Ensure full compliance with Time and Attendance controls and reporting requirements.
  • Support site adherence to warehouse SOPs, quality standards, safety requirements, and audit readiness.

• People Management
  • Participate in shift planning and execution, ensuring adequate admin coverage per shift.
  • Monitor staff productivity and ensure adherence to SOPs.
  • Motivate, support, and discipline team members as required in line with HR procedures.
  • Provide direct oversight, guidance, and support to Admin Clerks, ensuring accuracy, productivity, and adherence to SOPs.

Key Competencies & Attributes

• Strong attention to detail with high accuracy levels.
• Excellent organisational, administrative, and filing skills.
• Analytical ability with sound numeracy skills.
• Able to work in a fast-paced, high-pressure environment.
• Strong verbal and written communication skills, with the ability to liaise directly and professionally with customers.
• Ability to multitask and manage competing deadlines.
• Strong sense of accountability and responsibility.
• Proficient in MS Office (Excel, Word, Outlook).
• Strong teamwork orientation and ability to support operational teams.

Minimum Requirements

• Matric / Grade 12 (essential).
• 3–5 years’ experience in receiving, dispatch, or warehouse administration (essential).
• Experience within a cold-chain or FMCG warehousing environment (advantageous).
• Strong logistics background with experience in warehouse operations, receiving, dispatch, and stock administration (important).
• Strong computer literacy and ability to learn warehouse systems quickly.
• Demonstrated experience with returns, PODs, stock administration, and operational documentation.
• Valid South African driver’s licence and own reliable vehicle (important).

Other Requirements

• Willingness to work shifts as required.
• Able to work overtime or extended hours during peak operational periods.
• Excellent reliability and commitment to meeting tight reporting deadlines.