{"id":3284938,"url":"https://alion.io/job/job-mail-logistics-administrator-2","title":"Logistics Administrator","company":{"id":701519,"name":"Job Mail","domain":"jobmail.co.za","url":"https://alion.io/company/job-mail","size_band":null,"is_staffing_agency":true,"employer_type":"agency","is_intermediary":true,"listed_via":"jobmail.co.za","ats_vendor":"Schema","truth_index":null},"role":"Operations","role_family":"Operations","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["South Africa"],"countries":["ZA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":20000,"max":25000,"currency":"ZAR","period":"month","gross":null,"usd_annual":18048},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false}],"status":"closed","first_seen_at":"2026-10-26T17:23:39Z","employer_posted_date":"2026-10-26","last_verified_at":"2026-11-02T20:16:10Z","board_verified":false,"closed_at":"2026-11-02T20:16:10Z","days_open":7,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":7},"description":"We are seeking a detail-oriented and organised Dispatch Clerk /Logistics Administrator to join a busy fruit cold storage and export logistics operation.\nThe 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.\nThis 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.\nKey Responsibilities\n1. General Administration and Customer Service\nAnswer incoming telephone calls, direct enquiries to the appropriate departments, and relay accurate messages.\nRespond to customer queries professionally and timeously.\nPerform general administrative duties, including filing, emailing, scanning, and maintaining organised records.\nMaintain an orderly office environment and ensure documents are correctly stored and accessible.\nProvide administrative support to section managers and operational teams.\n2. Client Bookings and Shipment Specifications\nLiaise with clients to ensure load-out instructions are received and captured at least 24 hours before the scheduled loading date.\nCapture client specifications accurately into the relevant system, manually or via electronic data interchange (EDI).\nEnsure all orders are correctly dated and reflect the latest client requirements.\nLiaise with freight forwarders to confirm that bookings for the following day's loading are received by 15:00.\nConfirm container delivery arrangements and ensure containers arrive at the port before the relevant vessel stack closure.\nVerify order details, including the correct number of pallets and any special client requirements.\nUpdate the system when orders or specifications change and immediately notify the relevant operational personnel.\nEnsure orders comply with the applicable cooling protocols and target-market requirements.\nConfirm transport arrangements with freight forwarders and transporters.\n3. Dispatch Documentation and Invoicing\nPrioritise load-outs according to vessel schedules and stack deadlines.\nReceive and verify Container Terminal Orders (CTOs) and ensure container numbers, seal numbers, and reference numbers are accurately captured.\nCross-check dispatch documentation against system records to ensure consistency and accuracy.\nCapture and verify all relevant shipment information, including: Booking reference\nVessel name and voyage details\nDestination\nContainer and seal numbers\nTotal pallets and cartons\nPallet weights\nTemperature codes\n\nEnsure all required documentation is completed accurately and submitted to clients and relevant parties.\nVerify that applicable additional charges are included before dispatch.\nCoordinate conventional consignments upon collection and distribute the relevant documentation to clients and the port.\nEnsure pallet weights are correctly reflected on all applicable documents.\nPrepare short-pallet reports and other dispatch printouts as requested by management.\n4. Charges and Additional Services\nCapture and allocate additional charges to the relevant pallets before dispatch.\nApply charges for services such as stickers, inspections, pallet breakdowns, and other applicable activities.\nUpdate pallet records when target-market specifications change following inspections.\nEnsure all chargeable services are accurately recorded and reflected in the relevant documentation.\n5. Temperature Monitoring Devices and Consumables\nEnsure temperature-monitoring devices (temptales) are placed in containers according to client instructions.\nRecord temptale serial numbers against the corresponding container numbers on the designated log sheet.\nConduct weekly stocktakes of temptales and monitor consumable stock levels.\nNotify clients when stock is running low and replenishment is required.\nMonitor other consumables, including void plugs and airbags, and coordinate replenishment as necessary.\n6. Client Stickers and Labelling\nReceive and review label template instructions supplied by clients.\nPrepare sample labels and submit them to clients for approval before printing.\nVerify that all label information is correct, including dates, fruit varieties, counts, and grades.\nPrint approved labels and distribute them to the relevant floor staff for application.\nEnsure label checklists are completed and filed together with client approvals.\nMaintain accurate sticker records and ensure labelling requirements are communicated to the operational team.\n7. Shipment Photography\nCoordinate photographs of sterilisation (steri) container load-outs and sticker load-outs where required by clients.\nEnsure photographs are taken clearly and in accordance with client specifications.\nEmail photographs to the relevant clients.\nStore all photographs in the designated electronic folders for recordkeeping and future reference.\n8. Reports and Excel Administration\nCompile and maintain daily, weekly, and monthly Excel spreadsheets covering: Pallets and containers loaded\nStickers printed per organisation\nLoader and driver activity\n\nGenerate operational reports as requested by management and floor staff, including: Stock reports\nPallet locations by cold room\nDaily load-out reports\nMissing pallet reports\nFruit age reports\nOther operational and management reports\n\nEnsure reports are accurate, up to date, and submitted within required timeframes.\nNotify section managers of specification changes, client sticker requirements, and other critical operational information.\nCommunicate urgent information, including the arrival of EU and sterilisation consignments, promptly via two-way radio and in person where required.\n9. PPECB and Department of Agriculture Coordination\nLiaise with PPECB inspectors regarding age, quality, and sticker inspections.\nPrepare and provide the necessary documentation for inspections, including required TITAN submissions.\nCoordinate with Department of Agriculture (DoA) inspectors regarding special-market inspections.\nEnsure all relevant inspection documentation is complete, accurate, and available when required.\nCommunicate inspection requirements and updates to the relevant operational teams.\n10. Daily Close-Out Procedures\nComplete daily end-of-day administrative procedures.\nEnsure all required files, reports, and documentation are submitted to the relevant organisations and stakeholders.\nVerify that dispatch records and system information are accurate and complete.\nEnsure outstanding queries, changes, and documentation requirements are communicated to the appropriate personnel.\nMinimum Requirements\nPrevious experience in logistics administration, dispatch, warehousing, export administration, or a similar administrative role will be advantageous.\nExperience in the fruit export, cold storage, or perishable goods industry will be beneficial.\nGood computer literacy, particularly Microsoft Excel, email, and general office systems.\nStrong numerical and data-capturing accuracy.\nExcellent administrative, organisational, and recordkeeping skills.\nGood written and verbal communication skills.\nAbility to manage multiple tasks and meet strict operational deadlines.\nStrong attention to detail when handling shipment specifications and documentation.\nAbility to liaise professionally with clients, transporters, freight forwarders, inspectors, and internal teams.\nA proactive approach to problem-solving and resolving discrepancies.\nKey Competencies\nAccuracy and attention to detail\nLogistics and dispatch coordination\nAdministrative and reporting skills\nExcel and data management\nTime management and prioritisation\nClient service and communication\nTeamwork and collaboration\nProblem-solving and initiative\nAbility to work under pressure\nInterested candidates who meet the requirements are invited to submit their CVs for consideration. Applicants should highlight their relevant logistics, dispatch, administration, reporting, and computer skills, together with any experience in fruit handling, cold storage, or export operations.","description_format":"text","description_chars":8299,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Logistics"],"lifecycle":[{"event":"open","at":"2026-10-26T17:59:47Z"},{"event":"close","at":"2026-11-02T20:16:10Z"}],"visa":[],"liveness":null,"pay":{"stated_usd_annual":18048,"is_top_pay":false},"html_url":"https://alion.io/job/job-mail-logistics-administrator-2","json_url":"https://alion.io/job/job-mail-logistics-administrator-2.json","meta":{"generated_at":"2026-11-09T20:31:10Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":7777,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-10T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":701519},"rest":"https://alion.io/mcp/rest/get_company?id=701519"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fjob-mail-logistics-administrator-2"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fjob-mail-logistics-administrator-2"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fjob-mail-logistics-administrator-2"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/job-mail-logistics-administrator-2\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fjob-mail-logistics-administrator-2"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3284938}},{"tool":"search_jobs","arguments":{"company":"jobmail.co.za","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3284938},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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