Cold Store Clerk

This position is responsible to for the administration of the Cold Store, maintain the warehouse management system, deliver support between internal and external customers, report on daily statistics and administer the billing process by investing in personal development, driving performance excellence and living the organisational values.

 

Reporting to: Cold Store Admin Supervisor

 

 Key Performance Areas / Outputs / Responsibilities

Administration of the Cold Store

• Coordinate daily planning for stock movements (inbound and outbound)
• Process client orders (COS), amendments, and special instructions
• Liaise between traders, clients, and cold store operations
• Generate and verify orders, picking slips, GIVs, and dispatch documentation
• Ensure dispatch compliance with required temperature standards
• Handle stock queries, maintain records, and assist with stock takes
• Support general office upkeep, stationery requests, and equipment maintenance
• Follow all food safety and quality compliance guidelines

Warehouse Management System Maintenance

• Manage stock transfers and ensure accurate data capturing
• Oversee and support stock movement processes and stock take activities
• Report and communicate stock levels to both clients and management

Support Between Internal and External Parties

• Confirm and process customer orders and release notes
• Ensure accuracy of picking instructions aligned with cold store procedures
• Provide ongoing updates to traders and clients
• Address and resolve order and delivery queries
• Ensure completion and communication of order and delivery statuses

Daily Statistics Reporting

• Capture and report daily stock movements and utilization
• Generate and distribute daily operational and statistical reports daily to management

Billing Process Administration

• Print and review uncommitted reports and resolve any uncommitted GRVs before billing.
• Generate the Principal Movement report for the billing period and ensure proper warehouse billing on client accounts.
• Run Billing Generation to create invoices, then check the ‘Invoice Not Printed’ report for pending invoices and verify against client accounts to avoid duplications.
• Prepare and send reports to clients, including corrections or specific requests, and amend invoice breakdowns for accuracy.
• Finalize and email invoices to clients.

Requirements:

• Qualification: Matric
• Experience: Minimum: 3-5 years’ experience in an Administration role or similar, in a high-volume colds store operation, within the food industry.
• Preferred: Over 5 years’ experience in an Administration role or similar, in a high-volume colds store operation, within the food industry.

Knowledge

• Stock receiving and dispatching procedures
• Understanding of inventory procedures
• Knowledge of HACCP and Food Safety
• Knowledge of warehouse management systems (WMS)
• Understanding of tabulating weights
• General administrative duties and procedures (Filing, Documenting)

Skills:

• Microsoft – Intermediary
• Good communication (Telephonically and Interpersonal)
• Time Management
• Customers relations
• Organizational skills
• Attention to detail and accuracy

Area:  Stikland, Cape Town

Salary:  Market Related

---