Logistics Administrator

Roles and responsibilities

An Admin - Logistics plays an essential role in supporting logistics operations by handling administrative tasks that ensure the smooth movement of goods and services. This role is typically found in industries such as transportation, manufacturing, retail, and supply chain management. The Admin - Logistics helps to coordinate the flow of goods, track shipments, maintain records, and liaise between suppliers, clients, and logistics teams.

Key Skills for an Admin - Logistics:

1. Organization and Time Management

• Efficiently managing and prioritizing logistics tasks such as tracking shipments, scheduling deliveries, and maintaining records.
• Organizing documents, schedules, and reports to ensure all logistics operations are on track.
• Managing multiple tasks simultaneously and keeping track of deadlines.

2. Communication Skills

• Communicating effectively with suppliers, transport providers, customers, and internal teams to coordinate logistics operations.
• Handling customer inquiries and complaints related to shipments, deliveries, or inventory.
• Providing timely updates on the status of orders or deliveries to relevant stakeholders.

3. Attention to Detail

• Ensuring accuracy in all logistics-related documentation, such as invoices, delivery notes, and inventory records.
• Double-checking shipping information, delivery addresses, and inventory levels to prevent errors and delays.
• Reviewing bills of lading, shipping documents, and customs paperwork for compliance.

4. Problem-Solving

• Addressing and resolving issues that arise during the shipping or delivery process, such as delays, lost items, or damaged goods.
• Identifying bottlenecks in logistics processes and finding ways to improve efficiency.
• Troubleshooting issues with shipments, customer requests, or transportation logistics.

5. Inventory Management

• Maintaining accurate records of stock levels, shipments, and deliveries.
• Coordinating with warehouse staff and suppliers to ensure products are available and shipments are dispatched on time.
• Managing order processing, returns, and stock reconciliation.

6. Software Proficiency

• Familiarity with logistics management software, transportation management systems (TMS), and enterprise resource planning (ERP) systems.
• Experience using Microsoft Office Suite (Excel, Word) for managing spreadsheets, reports, and tracking documents.
• Knowledge of inventory management software or tools like SAP, Oracle, or other specialized logistics platforms.

7. Basic Financial Management

• Assisting with invoice preparation, processing payments, and tracking expenses related to logistics operations.
• Managing and maintaining records of transportation costs, shipping fees, and other logistics-related expenditures.
• Reconciling invoices and payments to ensure accurate financial records.

Desired candidate profile

• Audit fleet partner performance & live operations
• Assist in implementing region-wide action plans and suggest ideas based on industry research and rider feedback
• Support with external meetings, tasks, and ongoing initiatives related to logistics.
• Measure the success of initiatives to quantify the impact, iterate, and improve.
• Support in documenting action plans and local adaptations of regional initiatives. Ensure timely project delivery and clear progress reporting.
• Act as POC with PA function on all 3PL & rider matters

• Coordinating Shipments and Deliveries:

  • Ensuring that shipments are scheduled and delivered on time.
  • Organizing the logistics for inbound and outbound shipments, tracking delivery dates, and monitoring progress.
  • Communicating with transport companies, couriers, and suppliers to coordinate shipment schedules and resolve issues.

• Inventory Tracking and Management:

  • Maintaining accurate records of inventory levels, stock arrivals, and deliveries.
  • Coordinating with warehouse teams to track product movement, monitor stock levels, and ensure availability for future orders.
  • Managing the receipt of goods, ensuring they are properly logged and stored in the correct locations.

• Document Preparation and Record-Keeping:

  • Preparing shipping documents, including invoices, packing lists, bills of lading, and customs forms.
  • Maintaining accurate records of shipments, receipts, and transactions for accounting, auditing, and reporting purposes.
  • Ensuring compliance with legal and regulatory requirements for shipments, including customs documentation and export paperwork.

• Supplier and Client Communication:

  • Acting as a liaison between suppliers, transport providers, and customers to ensure clear communication regarding logistics processes.
  • Addressing customer queries regarding delivery times, shipping statuses, and product availability.
  • Updating clients on delivery schedules, tracking information, or any potential delays.