Systems and Process Administrator

SUMMARY:
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POSITION INFO:

Systems, Processes & Device Administration

• Manage and maintain all warehouse systems, including WMS, inventory software, reporting tools, and digital processes.
• Oversee all warehouse devices (Zebra scanners, smartphones, tablets, and handhelds), including setup, allocation, maintenance, tracking, and repairs.
• Troubleshoot system and device issues; liaise with IT or external vendors where required.
• Review and update digital and physical warehouse processes to support efficient operations and best practices.
• Develop and maintain SOPs, training materials, and process documentation.
• Conduct staff workshops on system functionalities, best practices, updated workflows, and new features.
• Report system issues and provide continuous feedback to warehouse controllers and management.
• Stay informed on trends, technologies, and advancements in warehouse systems to propose improvements.

Inventory Data Control & Reporting

• Generate stock take sheets, capture physical counts, and reconcile variances.
• Capture and update stock inventory on systems in line with operational requirements.
• Compile monthly stager and picker performance data.
• Complete and update the daily staff attendance sheet.
• Maintain accurate filing of all Palladium transactions and stock movement documents across warehouses.
• File and archive all stock take documentation.
• Capture returns, transfers, and corrections in the system.
• Investigate stock-related discrepancies, including camera reviews for dispatch errors.
• Monitor KPIs including stock accuracy, order fulfilment timelines, and staff productivity.
• Compile and submit a Weekly Management Report covering:
• Warehouse outputs
• Inventory performance
• Staff performance
• Attendance compliance
• System or process deviations
• Device usage/availability issues

Compliance, Governance & Process Improvement

• Conduct internal audits to ensure SOP and process compliance.
• Ensure all warehouse processes align with company policy, safety requirements, FSSC/HACCP standards, and operational best practices.
• Maintain accurate system documentation for audit readiness.
• Identify inefficiencies and implement process improvements.
• Lead initiatives to reduce errors, streamline workflows, and enhance warehouse efficiency.

Training & Staff Support

• Train staff on system usage, device handling, process adherence, and updated workflows.
• Provide refresher training and support for controllers, pickers, stagers, and receivers.
• Serve as first-line support for system, process, and device-related questions or challenges.

Ad hoc duties

• Assist dispatch in loading trucks when required.
• Assist with stock takes, picking, replenishing, and staging during peak periods.
• Support warehouse housekeeping standards.
• If licensed, operate Hyster or reach trucks as needed to support operational flow.

QUALIFICATIONS AND EXPERIENCE:

• Minimum Grade 12.
• 1–2 years formal certificate or short diploma in Administration, Information Systems, Logistics, or relevant field.
• Proven experience in WMS administration or warehouse systems role.
• Understanding of database management, system integrations, SQL (advantageous).
• Strong technical ability with experience in barcode scanning, RF technology, and mobile device management.
• Experience in inventory control and warehouse processes.
• Strong analytical and problem-solving skills.
• Ability to work independently, prioritise tasks, and manage time effectively.
• Strong communication and interpersonal skills to collaborate across teams.
• High attention to detail with a focus on accuracy and compliance.