Office Administrator and Inventory controller

Full Job Description: Supply Chain Administrative Clerk

Purpose of the Role:

The Supply Chain Administrative Clerk plays a pivotal and foundational role within our dynamic supply chain team. This position is meticulously designed to provide comprehensive administrative and clerical support, acting as the backbone for efficient and compliant supply chain operations. The successful candidate will be instrumental in ensuring the precise maintenance of all critical documentation, fostering clear and effective communication channels with a diverse range of internal and external stakeholders, and meticulously coordinating various supply chain processes from inception to completion. Ultimately, this role is crucial for enhancing overall operational efficiency, mitigating risks, and upholding the highest standards of compliance in our daily activities, directly contributing to the seamless flow of goods and information throughout our network.

Key Responsibilities:

• Documentation Management and Data Integrity:
  • Proactively and meticulously maintain and update all supply chain records, files, and digital databases with unwavering accuracy and attention to detail. This includes but is not limited to purchase orders, shipping manifests, inventory logs, supplier agreements, and customer delivery schedules.
  • Implement and adhere to established filing systems, ensuring all documentation is easily retrievable and securely stored, both physically and digitally.
  • Regularly audit data for inconsistencies or errors, taking proactive steps to rectify discrepancies and uphold the integrity of our information systems.
• Transaction Processing and Reconciliation:
  • Efficiently and accurately process a high volume of delivery notes, invoices, credit notes, and other essential supply chain documentation. This involves cross-referencing information, verifying details, and ensuring alignment with purchase orders and goods received.
  • Collaborate closely with finance and procurement teams to reconcile financial documents, resolve discrepancies, and ensure timely payment processing for suppliers and accurate billing for customers.
• Outbound Logistics Support:
  • Actively assist in the intricate planning and coordination of outbound logistics for customer deliveries. This includes supporting the scheduling of shipments, preparing necessary dispatch documentation, and liaising with warehousing and transport partners to ensure on-time and accurate delivery.
  • Help monitor the progress of dispatched goods, proactively addressing any potential delays or issues that may impact customer satisfaction.
• Inbound Logistics Reconciliation:
  • Provide crucial support in the reconciliation of inbound deliveries from drivers. This involves cross-referencing delivery manifests against purchase orders and actual goods received, identifying any discrepancies, and assisting in the resolution of short shipments, damages, or incorrect deliveries.
  • Maintain clear records of all inbound activities to ensure accurate inventory updates and supplier accountability.
• Inventory Monitoring and Control:
  • Assist diligently in the continuous monitoring of stock levels across various locations and track inventory movement, including receipts, transfers, and dispatches.
  • Proactively highlight any observed discrepancies, potential stockouts, or overstock situations to relevant stakeholders, supporting timely corrective actions to optimize inventory holding and minimize waste.
  • Participate in periodic inventory counts and reconciliations as required.
• Stakeholder Communication and Relationship Management:
  • Serve as a key point of contact for both internal and external supplier and customer communications related to supply chain activities.
  • Ensure all inquiries, requests, and issues are addressed promptly, professionally, and comprehensively, maintaining a high level of customer service and fostering positive relationships.
  • Conduct necessary follow-ups to ensure resolutions are reached and stakeholders are kept informed throughout the process.
• Data Capture and Reporting:
  • Meticulously capture, input, and reconcile a wide array of supply chain data for robust reporting purposes. This includes comprehensive data on stock levels, order statuses, delivery performance, and invoice processing.
  • Ensure data accuracy and consistency, understanding its critical role in generating meaningful insights and supporting strategic decision-making.
• Cross-Functional Coordination:
  • Actively coordinate and collaborate seamlessly with various internal teams, including warehousing, transport, and procurement, to ensure integrated operations and uninterrupted process flows.
  • Facilitate effective information exchange between departments, resolving bottlenecks and ensuring that all parties are aligned on supply chain objectives and timelines.
• Performance Reporting and Analytics Support:
  • Provide valuable assistance in the preparation of regular supply chain reports and performance metrics. This may involve compiling data, creating simple visual representations, and contributing to the analysis of key performance indicators (KPIs) such as delivery lead times, order fulfillment rates, and inventory accuracy.
  • Support the team in identifying areas for improvement based on data insights.
• Compliance and Regulatory Adherence:
  • Rigidly ensure full compliance with all company policies, internal procedures, and relevant regulatory requirements pertaining to supply chain operations. This includes adhering to health and safety standards, environmental regulations, and industry-specific guidelines.
  • Assist in maintaining documentation required for audits and demonstrating adherence to established protocols.
• General Administrative Support:
  • Offer comprehensive general administrative support to the broader business and specific departments as needed. This may encompass tasks such as scheduling meetings, preparing presentations, managing correspondence, ordering office supplies, and other ad-hoc administrative duties to ensure smooth day-to-day operations.

The successful candidate should possess the following skills, experience, and attributes:

• Educational Foundation:
  • A completed Matric (Grade 12) or an equivalent qualification is a fundamental requirement.
  • A diploma or certificate in Supply Chain Management, Logistics, Business Administration, or a closely related field will be considered a significant advantage, demonstrating a foundational understanding of key industry principles.
• Relevant Professional Experience:
  • Demonstrable previous experience of at least 1-2 years in a demanding administrative or clerical role is essential.
  • Direct experience within a supply chain, logistics, warehousing, or procurement environment is highly preferred, indicating familiarity with relevant terminology, processes, and challenges.
• Technical Proficiency:
  • Advanced proficiency in the full Microsoft Office Suite is non-negotiable, particularly expert-level skills in Excel (for data manipulation, analysis, and reporting), Word (for document creation), and Outlook (for efficient communication and scheduling).
  • Familiarity with Enterprise Resource Planning (ERP) systems or dedicated supply chain management software will be a distinct advantage.
• Organizational Acumen:
  • Possess exceptionally strong organizational and meticulous time-management skills, with the proven ability to prioritize tasks effectively, manage multiple deadlines concurrently, and maintain an orderly workflow in a fast-paced environment.
  • A keen eye for detail and a commitment to accuracy are paramount.
• Communication and Interpersonal Dexterity:
  • Exhibit excellent verbal and written communication skills, capable of articulating information clearly, concisely, and professionally to a diverse audience, including colleagues, suppliers, and customers.
  • Demonstrate strong interpersonal abilities, fostering positive working relationships, collaborating effectively within a team, and handling inquiries or issues with diplomacy and a problem-solving mindset.
  • The ability to listen actively and convey complex information simply is highly valued.
• Problem-Solving and Initiative:
  • A proactive and resourceful individual who can identify potential issues, suggest solutions, and take initiative to improve processes.
  • Ability to work independently with minimal supervision while also being an excellent team player.
• Adaptability and Resilience:
  • Capable of adapting quickly to changing priorities and evolving business needs.
  • Maintains composure and effectiveness under pressure, demonstrating resilience in challenging situations.

Attention to Detail and High Level of Accuracy: This fundamental quality involves a meticulous approach to all tasks, ensuring that every piece of information, every calculation, and every communication is precise and free from errors. It means carefully reviewing work, double-checking facts, and maintaining a thorough understanding of processes to prevent mistakes that could lead to significant downstream issues or misinterpretations. This commitment to accuracy underpins the reliability of all outputs and decisions.

Ability to Work Under Pressure and Meet Deadlines: In a dynamic and often fast-paced environment, the capacity to remain calm, focused, and effective when faced with tight deadlines and increased demands is crucial. This involves strong organizational skills, the ability to prioritize tasks efficiently, and a resilient mindset that allows for sustained performance even in stressful situations. It means consistently delivering high-quality work within stipulated timeframes, even when unexpected challenges arise.

Administrative Efficiency and Accuracy: This encompasses the streamlined and precise execution of all administrative tasks, from data entry and record-keeping to scheduling and correspondence. It requires a systematic approach to organization, a keen eye for detail in maintaining accurate records, and the ability to leverage technology to optimize workflows. Efficient and accurate administration ensures smooth operations, provides reliable data for decision-making, and contributes to overall organizational effectiveness.

Problem-Solving and Analytical Thinking: This critical skill involves the ability to identify complex issues, break them down into manageable components, and apply logical reasoning to develop effective solutions. It requires a curious and inquiring mind that can gather relevant information, evaluate different options, anticipate potential consequences, and make informed decisions. This proactive approach to challenges ensures continuous improvement and the successful resolution of obstacles.

Teamwork and Collaboration: The capacity to work effectively within a group, contributing positively to shared goals, is paramount. This includes actively listening to colleagues, respectfully sharing ideas and perspectives, offering support, and understanding how one’s own role contributes to the collective success. It fosters a synergistic environment where diverse skills and insights are combined to achieve superior outcomes and build a strong, supportive work culture.

Accountability and Reliability: This speaks to a strong sense of ownership over one’s responsibilities and a consistent track record of delivering on commitments. It means taking responsibility for both successes and failures, learning from experiences, and being a dependable and trustworthy member of the team. Individuals demonstrating accountability and reliability inspire confidence and contribute to a culture of integrity and trust.

Customer Service Orientation: This involves a proactive and empathetic approach to understanding and addressing the needs of both internal and external stakeholders. It requires excellent communication skills, a patient and helpful demeanor, and a genuine desire to provide exceptional support and satisfaction. A strong customer service orientation ensures positive interactions, builds lasting relationships, and ultimately contributes to the reputation and success of the organization.

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