Logistics Administrator: Mining

Job Advert Summary

The Logistics Administrator: Mining keeps mining-channel hardware and service jobs moving from the moment a case is logged to the moment the unit is booked in and the case is closed. The role works every mining job as a case in Salesforce and on the logistics ticket system, maintains accurate job cards, confirms warranty and maintenance coverage, raises and submits works orders for mining sites, arranges engineering bookings and cancellations, and keeps the mining customer informed at every step.

Mining customers operate in a safety-critical, production-driven environment where a vehicle or asset standing idle carries real cost. Accuracy, urgency and proactive communication are the core of this role. Every unit handled is part of a journey that ends with a driver getting safely home, the care taken in this role is part of that.

Minimum Requirements

Essential

• National Senior Certificate (Matric).
• Proven experience in similar logistics, field-service coordination or administrative role.
• Working knowledge of CRM, case-management or job-ticketing systems.
• Strong organizational, time-management and prioritization skills, with the ability to work under pressure.
• Excellent attention to detail and accurate data capturing and record-keeping.
• Confident written and verbal communication with customers and third-party partners, and professional telephone and email etiquette.
• Proficient in Microsoft Office (Word, Excel and Outlook).
• Ability to work independently and as part of a team.
• Discretion and confidentiality when handling sensitive mining and operational information.

Advantageous

• Experience in mining logistics, fleet operations or a related field.
• Exposure to in-cab safety or telematics hardware (DriveCam, HUB or similar).
• Familiarity with Salesforce, Vantage, NetSuite or Lytx.
• Experience coordinating external installation partners.
• Mine site induction or SHEQ certification.

Behaviours

• Communicates proactively — updates the mining customer before they have to ask.
• Owns the case end to end rather than passing it on.
• Escalates early and honestly when a job cannot progress.
• Works safely and holds others to the same standard.

Duties & Responsibilities

• Review and confirm all assigned mining cases: customer, mine site, unit, location, required work and priority before proceeding.
• Create and manage cases in Salesforce; move New cases to Assigned status within 48 hours; escalate cases approaching SLA breach to the Mining Channel Administrator at least 12 hours before deadline.
• Apply correct case statuses at each stage: Assigned, Open, Pending Customer, Pending Installation, Pending Picking, Pending Vehicle Availability, Solution Provided, Closed.
• Record an Overdue Reason from the picklist with a case comment explaining the blocker and expected progress date as soon as an issue arises; clear once the job moves.
• Report any jobs falling outside original work instruction and any call-out jobs to the Logistics Coordinator for proper accounting and invoicing.
• Create works orders in Salesforce with complete and accurate information; submit to InstallerNet SA and complete the submission in Vantage to align both systems; use Update/Send to Vantage for subsequent changes.
• Coordinate on-site attendance with InstallerNet SA (who contact the mining customer within 24 business hours of receiving the instruction); confirm mine site access requirements, permits, PPE and escort arrangements and record on the case.
• Provide first-line remote troubleshooting on in-cab hardware faults; verify light status, device serial number and vehicle registration against the mining customer's Lytx account; check warranty and maintenance-plan coverage before committing to work.
• Request replacement stock; follow up with Picking Department and warehouse on availability and timelines against mine site access windows.
• Process equipment swaps through Salesforce Swap Out cases; ensure replacements are equivalent NetSuite products; liaise with Picking Department on serialization.
• Arrange engineering bookings for off-site assessment; cancel work orders and work order lines where jobs fall away.
• Provide mandatory customer updates on every case via email and log in Salesforce: confirmed installation/attendance date and time, works order submission confirmation, swop-out notifications with timing, and device shipment confirmation with tracking reference.
• On completion, obtain the job card, verify against the works order, update Salesforce and Vantage, and apply resulting changes to the mining customer's Lytx account.
• Book in received units; confirm serial/asset number, description, quantity and condition; record booking-in date, time, location and receiving person; attach supporting documentation, delivery note, inspection record and photographs.
• Close cases once units are booked in, all mandatory fields are complete, and quotation and purchase order are received.
• Reconcile daily bookings and flag discrepancies to the Mining Channel Administrator before leaving.
• Process cancellations, equipment returns and RMA in line with SOP.
• Prepare reports, correspondence and general documentation as required; schedule and coordinate follow-ups for the logistics team and mine site operations.