Description:
Our client (a cold storage company) is looking for a Cold Store Admin Supervisor (ideally with cold food/cold storage experience) to join their Cape Town team. The position is based in Montague Gardens.
Purpose
This position is responsible to supervise and manage the entire administration process, warehouse management system, deliver support between internal and external parties, ensure the imported stock procedure is followed correctly, maintain the bond register and handling of samples by investing in personal development, driving performance excellence and living the organisational values.
Reporting to: DC Manager
Key Performance Areas / Outputs / Responsibilities
Supervision of Cold Store Administration Processes
· Manage all stock movement documentation and ensure adherence to SOPs.
· Maintain accurate records for audit purposes and oversee administrative staff.
· Compile operational statistics and report on deliveries and stock activities.
· Manage stationery supplies, including ordering and issuing.
· Oversee stock issuing, picking processes, and generation of Goods Issued Vouchers.
· Communicate discrepancies and finalise delivery processes.
· Ensure compliance with food safety and quality protocols.
Control of Warehouse Management System
· Oversee stock transfers and ensure accuracy in captured stock data.
· Manage stock movement procedures and support stock take operations.
· Report on stock take outcomes and communicate with customers and management.
Coordination Between Internal and External Stakeholders
· Receive and verify confirmations of sales and release notes.
· Clarify orders to ensure accurate picking slips aligned with procedures.
· Provide progress updates to customers and traders; resolve related queries.
· Finalise orders and deliveries with appropriate communication to all parties.
Compliance with Imported Stock Procedures
· Ensure correct receiving processes and accurate creation of Goods Received Vouchers.
· Oversee system data entry and conduct necessary follow-ups and corrections.
· Maintain and update the pork register in preparation for audits.
Maintenance of Bond Register and Stock Take Procedures
· Ensure bonded stock is correctly booked and recorded.
· Update and manage the bond register and process stock releases per regulations.
· Participate in stock take activities and reconcile bonded inventory.
Sample Handling and Liaison with State Authorities
· Schedule inspections and prepare required samples for viewing.
· Facilitate lab collections and follow up on test results and official releases.
· Maintain comprehensive records of samples and inspection outcomes.
Requirements:
- Minimum: NQF level 5 Certificate in supply chain, and/or General office administration
- Preferred: NQF level 6 Certificate in supply chain, and/or General office administration with knowledge of bonded procedure and processes.
- Minimum : 3-5 years’ experience Administration role or similar, in a high-volume colds store operation, within the food industry
- Preferred: 5-7 years’ experience at a Supervisory Administration role or similar, in a high-volume colds store operation, within the food industry.
- Stock receiving and dispatching procedures
- Understanding of inventory procedures
- Understand all customs procedures and requirements
- Knowledge of HACCP and Food Safety
- Knowledge of warehouse management systems (WMS)
- Understanding of tabulating weights
- General administrative duties and procedures (Filing, Documenting)
- MS Office (level 2)
- Good communication (Telephonically and Interpersonal)
- Handling of samples
- Attending to state officials
- Experience with food safety audits
- Time Management
- Customers relations
- Organizational skills
- Attention to detail and accuracy
Requirements:
Qualification:
- Minimum: NQF level 5 Certificate in supply chain, and/or General office administration
- Preferred: NQF level 6 Certificate in supply chain, and/or General office administration with knowledge of bonded procedure and processes.
Experience:
- Minimum : 3-5 years’ experience Administration role or similar, in a high-volume colds store operation, within the food industry
- Preferred: 5-7 years’ experience at a Supervisory 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
- Understand all customs procedures and requirements
- Knowledge of HACCP and Food Safety
- Knowledge of warehouse management systems (WMS)
- Understanding of tabulating weights
- General administrative duties and procedures (Filing, Documenting)
Skills:
- MS Office (level 2)
- Good communication (Telephonically and Interpersonal)
- Handling of samples
- Attending to state officials
- Experience with food safety audits
- Time Management
- Customers relations
- Organizational skills
- Attention to detail and accuracy