Logistics Administrator

Job Description

This full-time, on-site role is based at our Durban branch. The Logistics Coordinator is responsible for ensuring that all customer invoices are accurately prepared, processed, and issued in line with ITL company procedures. The role supports the efficient movement of goods by maintaining accurate billing records, coordinating closely with the Despatch, Sales and Finance teams, and ensuring that all supporting documentation is complete and readily available.

The position also provides administrative support for proof of delivery (POD) management, driver manifests, cross-border shipments, and document control to ensure efficient customer service, statutory compliance, and accurate financial reporting.

Qualifications and Experience:

• Grade 12
• Certificate or Diploma in Administration, Finance, Logistics or Supply Chain
• Experience within a manufacturing or logistics environment
• Knowledge of export documentation and shipping procedures
• Must have 2 years Administrative & Export experience
• Experience using ERP systems

Responsibilities:

• Generate and issue customer invoices based on orders received into the despatch area.
• Verify customer details, product quantities, pricing and order accuracy before invoicing.
• Ensure invoiced orders are released to the designated delivery storage area together with the printed invoice in accordance with the despatch process.
• Locate and hand over invoiced orders to customers collecting orders from the ITL despatch area, ensuring the correct order and supporting documentation are provided.
• Coordinate with Sales and Finance where customer information is incomplete or requires clarification.
• Liaise with the Finance and Credit Control teams regarding invoice queries and customer accounts.
• Prepare and distribute daily delivery manifests, trip sheets, courier documentation and waybills for all scheduled deliveries and collections.
• Ensure customer and shipment information is accurately captured on courier booking portals before printing and attaching waybills.
• Communicate any issues that may impact scheduled deliveries to the relevant Despatch, Sales and Production teams promptly.
• Track customer orders in-transit and provide status updates when required.
• Prepare cross-border shipping documentation and ensure compliance with statutory, customs and customer requirements.
• Maintain accurate filing of invoices, delivery notes, purchase orders, PODs and any other supporting documentation.
• Receive all signed Proofs of Delivery (PODs) from Drivers and Sales Reps upon completion of deliveries.
• Reconcile and consolidate all returned PODs against the daily delivery manifest.
• Scan and upload all completed PODs to the company cloud system on a daily basis.
• File original PODs in accordance with company document retention procedures.
• Retrieve and supply PODs to customers, Sales Reps or Customer Support upon request.
• Ensure all documentation is retained in accordance with company audit requirements.
• Coordinate despatch visitor access by ensuring all suppliers, contractors and customers sign the visitor register and are accompanied where required.
• Represent the company professionally at all times and upholding its image when engaging with customers, suppliers and contractors.
• Comply with all company policies, procedures, quality standards and applicable financial controls.

Key Skills and Competencies:

• Excellent attention to detail and high levels of accuracy.
• Strong numerical aptitude and data capturing skills.
• Good verbal and written communication skills.
• Excellent organisational and document management skills.
• Ability to work under pressure and meet strict deadlines.
• Strong customer service orientation.
• Good problem-solving and analytical skills.
• Self-motivated with a proactive approach.
• Professional and reliable work ethic.
• Strong teamwork and interpersonal skills.
• Proficient in Microsoft Office (particularly Excel).
• Experience using ERP or accounting systems (e.g. Sage, Syspro, SAP or similar).

Job Types: Full-time, Permanent

Pay: R7 000,00 - R8 500,00 per month

Experience:

• Logistics: 2 years (Required)
• Export: 2 years (Required)
• Administrative: 2 years (Required)

Work Location: In person