Logistics Admin Assistant

Job Advert Summary

Join Optix as a Logistics Admin Assistant where you will leverage strong organizational skills and expertise in logistics ticket systems and account management to maintain accurate job cards and real-time system updates. As a vital member of the logistics operations team, you will ensure data integrity and seamless information flow within advanced platforms like Lytx, supporting efficient fleet and asset tracking. This entry-level role demands precision, attention to detail, and proficiency with logistics software, playing a key part in optimizing supply chain processes and enhancing operational transparency in a fast-paced environment.

Minimum Requirements

• Proven experience in a similar logistics or administrative role.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office (Word, Excel and Outlook) and experienced with job-management systems.
• Ability to prioritize and manage multiple tasks simultaneously.
• Ability to work under pressure.
• Accurate data capturing and record-keeping.
• Professional telephone and email etiquette.
• Discretion and confidentiality when handling sensitive information.

Duties & Responsibilities

• Update job cards on customer backends and the logistics ticket system with accurate and up-to-date information.
• Manage the filing and organization of all job cards and related documents on the ticketing system.
• Ensure that all completed work is recorded correctly and in a timely manner.
• Communicate with Logistics and InstallerNet team members so that all job cards are completed and updated as required.
• Ensure compliance with regulatory requirements related to logistics operations.
• Assist with general administrative tasks within the Logistics Department as and when required.
• Report any job cards that fall outside the original work instruction to the Logistics Coordinator, so the additional task is properly accounted for.
• Report any call-out job cards to the Logistics Coordinator, so the job is properly accounted for and invoiced to the customer.
• Respond to internal and customer queries by telephone and email in a professional and timely manner.
• Capture data accurately and keep records up to date across all logistics systems.
• Schedule and coordinate follow-ups for the logistics team.
• Prepare and distribute reports, correspondence, and general documentation as required.