Job Description: Logistics, Shipping & Administration Officer

Position Overview

The Logistics, Shipping & Administration Officer is responsible for coordinating shipping operations, handling receiving and dispatch activities, managing stock levels, and performing administrative tasks to ensure smooth factory operations and compliance with safety and organizational standards.

Key Responsibilities

1. Logistics & Shipping

Coordinate shipment bookings, container releases, and transport arrangements.

Liaise with shipping lines, transporters, and customers for timely shipments and documentation.

Prepare customs, Supreme Council approvals, and legal documents for import/export.

Manage loading activities with the yard team and ensure correct materials are dispatched.

Maintain accurate shipping records and provide regular updates to management.

Assist visiting clients for confidential document shredding.

2. Receiving & Dispatch

Collect daily weighbridge reports and update ERP/Excel.

Verify collection data by site and driver; follow up on missing information.

3. Administration

Monitor employee attendance, overtime, and shift allocations in ERP.

Ensure workplace safety and conduct weekly safety trainings.

Inspect machinery (bailers, forklifts, etc.) and coordinate maintenance.

Manage PPE, uniforms, and office supplies; monitor minimum stock levels.

Prepare requisitions, supplier reports, and process customer payments.

Maintain warehouse cleanliness, safety compliance, and daily intake reports.

4. Petty Cash Management

Handle petty cash, ensure accurate ERP entries, and maintain minimum cash levels.

Prepare summaries, reimbursements, and release payments with approval.

5. Stock Control

Maintain inventory levels and conduct regular stock counts.

Update ERP records, label and organize stock, and reconcile discrepancies.

Coordinate warehouse activities and prepare monthly stock-related reports.

Qualifications & Skills

Diploma/Bachelor’s in Logistics, Supply Chain, or Business Administration.

Minimum 3 years’ experience in logistics, shipping documentation, warehousing, and admin.

Proficient in ERP systems and MS Excel.

Strong communication and coordination skills.

English & Hindi proficiency required.

High attention to detail and ability to multitask.