Warehouse Administrator

We are looking for a highly organised and detail-oriented Warehouse Administrator to oversee administrative, reporting, compliance, and documentation functions within our warehouse and bulk operations.

The successful candidate will be responsible for ensuring accurate data capture, timely reporting, effective reconciliations, compliance with operational and financial procedures, and professional handling of client queries.

The Warehouse Administrator will serve as a key link between Operations, Finance, HR, and Clients, ensuring that information flows efficiently, records remain accurate and audit-ready, and all deadlines are consistently met.

KEY RESPONSIBILITIES

Reporting & Data Management

• Compile daily, weekly, and monthly operational reports.
• Capture and verify operational data accurately.
• Verify information against timesheets, weighbridge data, release documents, waybills, GRVs, and PODs.
• Prepare and submit consolidated reports to management.
• Monitor and maintain accurate filing systems.

Timesheets & Overtime

• Collect and verify daily timesheets against rosters and attendance records.
• Identify and communicate discrepancies for correction.
• Prepare weekly overtime schedules.
• Ensure approved overtime schedules are submitted to payroll within deadlines.

Diesel & Fuel Administration

• Capture daily fuel usage from diesel slips.
• Conduct weekly diesel reconciliations.
• Investigate discrepancies and report findings to management.
• Maintain accurate fuel records and signed reconciliation reports.

Weighbridge Administration

• Operate the weighbridge when required.
• Weigh incoming and outgoing trucks accurately.
• Ensure weighbridge tickets correspond with supporting documentation.
• File and maintain weighbridge records for audit purposes.

KPI & Operational Tracking

• Monitor daily operational KPIs.
• Update weekly KPI reports.
• Compile monthly KPI summaries.
• Prepare BPO and other operational reports as required.

Audit & Compliance

• Maintain accurate and up-to-date HSE, PPE, incident, and training registers.
• Ensure all operational and administrative documentation is complete and audit-ready.
• Support internal and external audits by providing accurate documentation.
• Conduct regular spot checks on filing and compliance records.

Client & General Administration

• Respond to and log client queries.
• Follow up on outstanding queries and ensure timely resolution.
• Communicate with supervisors regarding timesheet corrections and missing documentation.
• Maintain professional communication with clients, management, and internal departments.
• Provide weekly administrative summaries highlighting key issues, reconciliations, and outstanding matters.

LEADERSHIP & OVERSIGHT

• Take primary accountability for administration within the warehouse operation.
• Verify and sign off major reports before submission.
• Guide and support supervisors in following administrative procedures.
• Escalate discrepancies, compliance concerns, and operational issues promptly.
• Identify administrative inefficiencies and recommend process improvements.
• Ensure deadlines and company procedures are consistently followed.

REQUIREMENTS

Minimum Qualifications & Experience:

• Matric / Grade 12 – Essential.
• Minimum 3 years' experience in administration.
• Previous experience within a warehousing, logistics, or bulk handling environment.
• Experience with diesel reconciliations and weighbridge operations.
• Experience preparing operational and compliance reports.
• Previous exposure to internal and external audits.

SKILLS & COMPETENCIES

• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Strong reporting and reconciliation abilities.
• Advanced Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP and reporting formulas.
• Ability to manage multiple facilities and competing priorities.
• Strong written and verbal communication skills.
• Ability to work under pressure and meet strict deadlines.
• Strong leadership and problem-solving abilities.
• High level of integrity, accountability, and confidentiality.
• Ability to work independently while effectively coordinating with Operations, Finance, HR, and clients.

Work Location: In person