Logistics Administrator - Staff Solutions

1. General Office Duties

• Answer incoming calls, transfer calls to the correct person and take accurate messages when needed.
• Handle customer queries professionally and promptly.
• Perform filing, emailing and scanning, and keep the office neat and organised.

2. Section Floor Manager Support

• Prepare reports requested by the Section Manager, including:
  
  • Pallet locations per cold room.
  • Missing pallet reports.
• Inform Section Managers of specification changes and special client sticker requirements.
• Notify Section Managers immediately when EU and Steri consignments arrive, both via two-way radio and in person.

3. Clients, Specifications and Bookings

• Obtain and capture client loading instructions at least 24 hours before the loading date.
• Enter client specifications into the system immediately, manually or via EDI, ensuring all details and dates are correct.
• Confirm that freight forwarders submit bookings by 15:00 for the following day's loading.
• Check with Section Managers that containers will reach the port before the stack closes.
• Verify orders and ensure the correct number of pallets is allocated.
• Update the system when client orders change and notify the Section Manager.
• Ensure orders meet the required cooling standards for their destination markets.
• Confirm with freight forwarders which transporters will deliver containers to PECS.

4. Dispatch, Invoicing and VGM

• Prioritise loading according to vessel schedules and port cut-off times.
• Print reports on short pallets in dispatch bays when requested.
• Check CTO documents received from dispatch scanners, confirming container numbers, seal numbers and references are correct.
• Ensure all dispatch details match the information recorded on the system.
• Inform operational staff immediately of any client specification changes.
• Capture all required documentation accurately and send it to clients.
• Upload client loading instructions onto the system.
• Check and record the following details for every dispatch:
  
  • Booking reference.
  • Vessel name and voyage.
  • Destination.
  • Container and seal numbers.
  • Total pallets and cartons.
  • Pallet weights.
  • Temperature code.
• Ensure all additional charges are included before dispatch.
• Arrange the dispatch of conventional consignments when collected and send the relevant documents to clients and the port.
• Ensure pallet weights are correctly recorded on all documents.

5. Charging

• Link additional chargeable items to pallets before dispatch.
• Apply the correct charges for stickers, inspections, pallet breakdowns and other services.
• Update charges and target market details per pallet following inspections, where required.

6. Templates and Consumables

• Ensure the correct templates are placed in containers according to client requirements.
• Record template numbers and container numbers on the template log sheet.
• Conduct weekly stocktakes of templates and other consumables, such as void plugs and airbags.
• Notify clients when stock is low and replacements need to be ordered.

7. Stickers and Labels

• Receive sticker and labelling instructions from clients.
• Prepare sample labels and send them to clients for approval.
• Check that all label details, including date, variety, count and grade, are correct.
• Print labels once client approval has been received.
• Provide printed labels to floor staff for application to cartons.
• Ensure label checklists are completed and filed with the client approvals.

8. Photos

• Arrange photographs of all Steri container load-outs and sticker load-outs when required by clients.
• Email the photos to clients.
• Save all photos in the designated computer folder.

9. Daily and Management Reports

• Prepare daily, weekly and monthly Excel reports covering:
  
  • Pallets and containers loaded.
  • Stickers printed per organisation.
  • Loader and driver activities.
• Generate reports requested by management and floor staff, including:
  
  • Stock reports.
  • Pallet locations per cold room.
  • Daily load-out reports.
  • Missing pallet reports.
  • Fruit age reports.
  • Any additional reports requested by management.

10. PPECB Coordination

• Coordinate with PPECB inspectors regarding age, quality and sticker inspections.
• Prepare and submit all required inspection documents, including TITAN submissions.

11. Department of Agriculture (DoA) Coordination

• Liaise with DoA inspectors regarding special market inspections.
• Prepare and provide all required inspection documentation.

12. Day-End Procedures

• Complete daily closing procedures.
• Ensure all required files and documents are sent to the relevant organisations.f