Job Title: Senior Cold Store Administrator

Salary: Market-related 

Location: Montague Gardens

Company Overview: Import and export of seafood products 

Working Conditions:

• Contract Type: Permanent (6-month probationary period)
• Working Hours: Shifts from 08:00 – 17:00 and 17:00 – 02:00 (hours may fluctuate depending on operational requirements). Weekends and overtime may be required due to the nature of the industry.

Job Purpose:

This position is responsible for supporting and assisting with the day-to-day operations of the Cold Store. The Senior Cold Store Administrator will provide clerical support to the Cold Store Manager, employees, and coordinate all daily administrative activities and functions. The role also includes relieving duties for Admin Operations clerks as needed.

Qualifications & Skills Required:

• Education: Matric
• Computer Skills: Proficiency in Microsoft Office, especially Excel
• Experience:
  • At least 3 years of experience in a Warehouse or similar environment
  • 3-5 years of administrative experience
• Preferred:
  • Experience with ERP systems and SAP B1

Requirements:

• Personal Attributes:

  • Vibrant, hardworking, and a go-getter with a loyal attitude
  • Must be a team player
  • Strong attention to detail
  • Ability to multitask and work under pressure
  • Critical thinking and problem-solving abilities
  • Ability to exercise sound judgment in decision-making
  • Self-motivated and able to work with minimal supervision
  • Willingness to learn and flexibility in handling work demands
  • Strong time management and organizational skills
  • Must be results-oriented and able to act urgently when necessary
  • Good interpersonal skills and able to effectively communicate with staff at all levels
  • Honesty, integrity, and reliability
  • Must be willing to work Night Shift when required (17:00 – 02:00)
  • Preference for having own transport

• Skills:

  • Excellent written and verbal communication skills
  • Strong Excel skills are essential
  • Experience in report writing
  • Knowledge of ERP systems and SAP B1 is preferred

Key Responsibilities:

Attendance and Employee Records

• Maintain daily attendance registers for all staff across all shifts.
• Manage employee records, including MHE (Material Handling Equipment) driver licenses, both physical and digital.

Timesheets and Payroll Coordination

• Coordinate weekly timesheets, scanning and sending them to HR.

Service Provider Management

• Schedule service provider work, ensuring OHS compliance and proper assignment to work areas.
• Ensure Purchase Orders (PO) are issued before any work begins.
• Assist in obtaining service provider quotations.

Administrative Tasks

• Create Purchase Orders in SAP.
• Maintain a filing system for service provider data.
• Control and reconcile Chep Pallet usage.
• Order office stationery and supplies as needed.

Policy and Stock Management

• Assist with updating office policies and Standard Operating Procedures (SOPs).
• Procure stock from both internal and external suppliers.

Cross-Department Liaison

• Serve as a liaison between the Cold Store and various departments, including Logistics, HR, Payroll, and Trading, as needed.

Documentation Control

• Ensure documentation for internal processes, stocks, MHE, and local deliveries are accurately controlled.
• Check completion accuracy and scan daily local delivery notes against load sheets.
• Maintain equipment maintenance files.

Reporting

• Prepare regular reports related to administrative tasks, stock, and Cold Store activities.