Admin Clerk/Secretary/Receptionist wanted - Durban

Introduction
The primary purpose of the Administration Clerk is to manage and administer multiple client accounts within a terminal, shipping, and logistics environment. The role is responsible for accurate data review, verification, reporting, and proactive client communication across bulk cargo, break bulk cargo, and container operations. The role carries accountability for report accuracy, client responsiveness, documentation control, compliance support, and physical cargo verification where required.
Duties & Responsibilities
Key Responsibilities:

Client Account Management & Communication
Manage multiple client accounts simultaneously.
Act as the primary point of contact for assigned clients.
Ensure all client email and verbal communication is attended to without delay.
All verbal communication with clients must be followed up in writing
Provide operational updates, reports, and responses to client queries.
Prepare and issue tailored reports aligned to customer-specific requirements, which may differ from standard reports.
Ensure daily stock reports are distributed no later than 11:00am.
Communicate any delays in issuing stock reports promptly to clients / service providers via email.
Assist colleagues to ensure service continuity.
Verification & Control
Review and verify operational and cargo-related data.
Reconcile system data against physical documentation and stock records.
Finalise and balance import and export vessels to manifests, stack prints, and/or to Mate’s Receipts.
Identify and resolve discrepancies timeously.
Reporting & Analysis
Prepare and distribute standard client reports.
Produce ad hoc reports and basic analysis as requested by clients.
Take full responsibility for the accuracy and completeness of all reports issued.
Documentation & Compliance
Maintain accurate shipping and logistics documentation.
Ensure records comply with company policies and regulatory requirements.
Support audits and inspections.

Physical Stock Verification
Conduct physical stock counts when required.
Reconcile physical cargo against system and client records.

JOB SPECIFIC REQUIREMENTS
Strong administrative and organisational skills.
High level of accuracy and accountability.
Ability to manage multiple client accounts simultaneously.
Proven ability to manage bulk, break bulk, and container administration within competing deadlines.
Strong written and verbal communication skills.
Client service–oriented approach.
Ability to work independently and within a team.
Proficiency in Microsoft Office applications (Excel, Word, Outlook).
Knowledge of LinerSuite will be advantageous.
Understanding of reporting, reconciliation, and terminal operations.
Ability to perform physical stock counts and cargo verification.
Punctuality and reliability are essential and expected at all times.
JOB INTERACTIONS
Internal: Operations, Finance, Planning, Administration
External: Clients and service providers

Desired Experience & Qualification
Qualifications:
Senior Certificate (Grade 12).
Post-matric certificate or diploma in Office Administration i.e. (NQF Level 6) in Office Administration filed will be advantageous.
Computer Literacy (be proficient in the Microsoft Office Suite, with a strong emphasis on Excel for data organization and Word for basic reporting).
Typing Skills, require fast and accurate typing skills, this is preferred to meet high-volume data entry targets.

Experience and competency pre-requisite
2-3 years of experience in data entry, clerical
work, or administrative roles, preferably within port, shipping, or terminal environments.
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Familiarity with terminal operations or cargo documentation is a plus.
Proficiency in MS Office applications, especially Excel, Word, and Outlook and Liner suit system.
Experience in generating reports, maintaining logs, and archiving documentation.
Proven ability to capture, verify, and reconcile operational data from multiple sources