Logistics Administrator

We are seeking a detail-oriented and organised Dispatch Clerk /Logistics Administrator to join a busy fruit cold storage and export logistics operation.

The successful candidates will be responsible for coordinating client bookings, capturing shipment specifications, preparing dispatch documentation, maintaining accurate records, compiling operational reports, and liaising with clients, freight forwarders, inspectors, and internal operational teams.

This role requires excellent administrative skills, strong attention to detail, good Excel proficiency, and the ability to work accurately under pressure in a fast-paced logistics environment. Previous experience in logistics administration, dispatch, warehousing, or the fruit export industry will be advantageous.

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