Logistics Admin Clerk

Position Overview

The Logistics Admin Clerk is responsible for supporting the efficient coordination, administration, and monitoring of the internal and external movement and distribution of supplies and materials. The role involves the accurate processing of shipments, trip documentation, vehicle and driver records, financial tracking, and general logistics administration.

The position requires close coordination with drivers, conductors, the Logistics Supervisor, Logistics Manager, Finance, and other relevant departments to ensure that logistics activities are completed accurately, efficiently, and within company requirements.

Daily Responsibilities

1. Accommodation Bookings

o Begin preparation for accommodation bookings by 15:30.

o When making bookings, consider the distance between the accommodation and the next customer's location.

o Arrange accommodation for all applicable long-distance trips when the Logistics Controller is absent.

o Ensure accommodation is within the company budget of R750 per room.

o Where applicable, arrange shared rooms.

o Ensure accommodation provides secure truck parking, preferably with security personnel and/or security cameras.

2. Service Schedule

o Check and update the vehicle service schedule daily.

o Monitor upcoming services and ensure that scheduled maintenance is communicated to the Logistics Manager.

3. Driver Mileage Updates

o Ensure all drivers/conductors currently on trips submit their vehicle mileages every morning.

o Capture and update the mileage information on the relevant trip sheets.

4. Fuel Consumption Reconciliation Tracker

o Update the fuel consumption reconciliation tracker once the relevant reconciliation has been completed.

o Ensure information captured is accurate and corresponds with the applicable trip documentation.

5. Vehicle Maintenance Monitoring

o Monitor upcoming vehicle services, tyre rotations, and licence-disc renewals.

o Notify the Logistics Manager of upcoming requirements to ensure that these are attended to on time.

6. Long-Distance Trip Reconciliations

o Reconcile all long-distance trips accurately.

o Ensure all supporting documentation and required cash/change are correct.

o Hand completed reconciliations, together with the correct change, to the Logistics Supervisor for checking and sign-off.

7. Vehicle Service Records

o Whenever repairs or maintenance are carried out on any fleet vehicle, ensure the vehicle mileage and description of the service/repair are captured on the vehicle service sheet under the appropriate rotation tab.

o Ensure records remain current and accurate.

8. Master Invoice Tracker

o Capture and maintain the master invoice tracker.

o Ensure Finance has accurate information to track and monitor all trip-related expenses.

9. Driver Cash Collection

o Collect cash from drivers at the designated collection areas.

o Ensure all cash collected is properly recorded and accounted for according to company procedures.

10. Sequential Trip Number Tracker

o Capture the daily sequential trip numbers.

o Maintain the tracker accurately so that Finance can track and trace outstanding trip reconciliations.

11. Contact Number Register

o Maintain and regularly update the mobile number register for:

o Drivers

o Conductors

o Logistics team members

o Ensure contact information remains accurate and up to date.

12. Quotations

o Obtain, prepare, capture, and/or process quotations as required for logistics-related requirements.

o Ensure quotations are accurate and submitted within the required timeframes.

o Maintain appropriate records of quotations for tracking and reference

Pay: R7 000,00 - R8 000,00 per month

Work Location: In person