Title:  Warehouse Administrator

1. Scope of the role

Role purpose:

The Ops Co-ordinator provides administrative and financial support to Primary Warehouse operations, ensuring efficient processes and high-quality customer service. This role involves managing daily administrative tasks, supporting financial oversight, and ensuring compliance with standards like ISO. By coordinating effectively, improving processes, and collaborating with stakeholders, the Ops Co-ordinator enhances the Distribution Centre’s performance and supports business goals.

Key responsibilities:

• Manage daily administrative functions within the Distribution Centre, including purchase requisitions, goods receipt processes, purchase orders, and procurement-related administration.
• Administer accounts, ensuring accurate financial records.
• Maintain and apply ISO documentation, coordinate DC ISO audits, and update documentation as required.
• Assist managers in preparing budgets and forecasts, adhering to guidelines and deadlines, and coordinating monthly operational expenditure (opex) spends and variance analysis.
• Monitor and contain distribution costs (Actual vs Budget) through continual investigation and improvement.
• Perform asset verification, manage the scrapping and selling of assets, and maintain an updated asset register.
• Coordinate monthly internal control checks (ICC), apply scores per the matrix, and address deviations.
• Support administration of excise accounts (where applicable), ensuring compliance and managing related queries.
• Daily/Weekly/Monthly reporting on stock adjustments (e.g.PID Posting and write off) by classification
• Identify and implement process improvements to enhance operational efficiency and asset utilization within the administrative functions.
• Prepare regular reports (e.g., variance analysis, Weekly/monthly Spend) to support DC performance monitoring.
• Foster effective communication and collaboration with internal teams (e.g., procurement, finance, management) and external stakeholders (e.g., SARS, auditors).
• Daily Material determination checks and escalations to relevant LSP to support case fill rate and customer experience.

People Management role

     No

2. Business context

Reports to :

LSP Manager WH FG North

Direct reports: (if applicable)

 None

Key contacts and contact purpose:

Internal:

Managers: Assist with purchase requisitions, budget preparation, variance analysis, and operational support to ensure efficient DC operations.

Finance Team: Collaborate on budget adherence, cost allocation, and variance reporting.

Procurement Team: Coordinate purchase orders, goods receipt processes, and procurement-related administration.

Internal Auditors: Support ISO audits, internal control checks, and compliance with organizational policies.

External:

Logistics Service Provider: Liaises with the Logistics Service Provider to validate and audit billing, ensuring accuracy. Supports statement reconciliation and resolves outstanding items efficiently.
External Auditors: Provide documentation and support during ISO audits and asset verification processes.

Service Providers: Liaise for procurement-related services and support operational needs.

Personal Attributes:

Role Attributes:

• Resilience: Maintains focus and composure under pressure, ensuring consistent productivity in a fast-paced Distribution Centre environment.
• Take Ownership: Takes personal accountability for tasks, proactively addressing needs to achieve operational and financial objectives.
• Problem Solving: Identifies and analyses issues, using relevant data to develop practical solutions for administrative, financial, and operational challenges.
• Customer Focus: Commits to delivering high-quality administrative and financial support, meeting the needs of internal customers and contributing to superior service standards.
• Planning and Organizing: Plans and prioritizes work efficiently to meet deadlines, ensuring smooth execution of administrative and financial processes.

• Strong Organizational Skills: Demonstrates excellent organizational and multitasking abilities to effectively manage administrative and financial processes within the Distribution Centre.
• Detail-Oriented: Maintains a high level of accuracy in financial records, inventory management, and compliance documentation to ensure operational integrity.
• Effective Communication: Utilizes strong communication and interpersonal skills to collaborate with internal teams and external stakeholders, fostering productive relationships.
• Proactive Problem-Solving: Takes a proactive approach to identifying and resolving issues, driving process improvements to enhance Distribution Centre efficiency.
• Adaptability Under Pressure: Thrives in a fast-paced environment, adapting to changing priorities and meeting tight deadlines while maintaining performance and compliance.

3. Role profile

Language(s):

Fluent English

Qualifications and experience

• Diploma / Advanced National Certificate / NQF Level 5 & 6 in Administration or Financial Management 
• 3 to 5 years of relevant experience in FMCG logistics or distribution environments. 
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) for reporting, data analysis, and documentation.
• Experience with ERP systems (SAP) required.
• Knowledge of financial principles (e.g., budgets, cost allocation, variance analysis) and administrative processes in a distribution or logistics setting.
• Understanding of ISO standards and internal audit processes is advantageous.
• Familiarity with excise regulations (e.g., SARS compliance) is a plus.