Position – Logistics Admin Assistant – dealing with company’s 2 largest clients
1. Prepare and compilation of all stock control sheets on daily basis. Be able to count all stock on site and assisting in capturing live updated sheets daily.
2. Completion of all invoice related documentation and handing it to Finance on time.
3. Assist in capturing of all delivery notes of incoming plain ware and packaging and outgoing plain ware and packaging.
4. Assist all “Company 3” delivery notes with “Company 1” and “Company 2” paperwork upon completion of loading of trucks.
5. Assist in filing of all production documentation and logistics documentation in the correct area and in the correct files.
6. Making the necessary digital scans of all invoices and run end documentation and ensuring the filing of same is correct and submitting a weekly file to the Logistics Manager for sign off and verification. To ensure archiving is up to date and correct for audit and year end storage exercises.
7. All final invoices that are completed, needs to be verified and approved by the Logistics Manager before handing over to the Finance department.
8. Assist in collecting of “Company 1” documentation on a daily basis from the “Company 1” site representative and ensuring the list mentioned in point 3 is updated. (Including “Company 2” and other customers). To also be able to assist and sign off on scoring on a daily basis and update the sheets with the MB numbers received from “Company 1” after scoring.
9. Assist in filing of all truck paperwork including inspection sheets and truck route sheets.
10. To ensure the completion and preparation and copying of delivery notes for invoice purposes to be taken to the General Manager or Financial Manger and obtain sign off.
11. Assist in generating of all required pallet labels for production purposes and all requests for stickers to be managed from supplier as well.
12. To issue all stock count sheets for any and monthly stock takes and compiling and submitting stock sheets to the Logistics Manager and also be able to assist independently with stock counts with suppliers.
13. Assist with all customer documentation related requests after approval or instruction has been received from the Logistics Manager.
14. Ensuring that the Logistics Admin office and archive room is clean and neat at all times.
15. To receive and ensure that all production run ends submitted from the Logistics Manager is registered and attached to the relevant invoices for payment purposes, and to ensure any high losses are reported to the General and Logistics Manager immediately.

16. Monthly reports to be compiled and sent to the Logistics Manager for discussion and final sign off on all invoices submitted and also to ensure that the MB daily score sheet from “Company 1” is updated and submitted on a weekly basis as well.
17. To ensure that any and all invoice registers be updated and signed off by the Financial Manager at every month end.
18. To conduct training with staff reporting to the Logistics Department at any time.
19. To ensure in conjunction with the QA department that the ISO master copy file is reviewed every month to ensure the correctness of same and to ensure all copies made fall under the specs for the documentation issued.

The Logistics Admin Assistant will be required to assist or perform duties above his / her prescribed responsibilities and he / she will be required to work at least one weekend per month depending on the requirements which will be communicated by the Logistics Manager.