Cold Store Clerk – Food Industry

Montague Gardens
Posted 4 weeks ago

Contact person for this position:

Amori Prinsloo


Our client is urgently looking for the expertise for a Cold Store Clerk. The candidate must have experience working in a high volume Cold Store environment.

You will report directly to the Cold Store Administrative Supervisor.


This position is responsible to for the administration of the Cold Store, maintain the warehouse management system, deliver support between internal and external customers, report on daily statistics and administer the billing process by investing in personal development and driving performance.


  • Responsible for the administration of the Cold Store
  • Maintain the Warehouse Management System
  • Adhering to all policies and procedures
  • Deliver Support between internal and external customers
  • Report on daily statistics
  • Administer the billing process



Minimum:  Matric

Preferred:  NQF level 5 Certificate in supply chain, and/or General office administration.


Minimum:  3-5 years’ experience in an Administration role or similar, in a high-volume colds store operation, within the food industry.

Preferred:  Over 5 years’ experience in an Administration role or similar, in a high-volume colds store operation, within the food industry.

Technical Competencies/Knowledge/Understanding:

  • Stock receiving and dispatching procedures
  • Understanding of inventory procedures
  • Knowledge of HACCP and Food Safety
  • Knowledge of warehouse management systems (WMS)
  • Understanding of tabulating weights
  • General administrative duties and procedures (Filing, Documenting)


  • Microsoft Intermediary
  • Good communication (Telephonically and Interpersonal)
  • Time Management
  • Customer relations (queries and requests)
  • Possesses strong organizational skills
  • Attention to detail and accuracy

Legal requirements:

  • Valid Code BE driver’s licence
  • Passed criminal checks
  • A Citizen
  • Passed medical exams
  • Own transport

Company equipment requirements:

  • PPE
  • Computer
  • Adverse working conditions
  • Working in sub- zero temperature
  • Working long hours/ Weekends
  • Working in a pressurised environment


  • Responsible for the administration of the Cold Store
  • Ensure planning for the day is correct for incoming and outgoing.
  • Receive COSs from the company or a written order from clients via email.
  • In the event of an amendment via telephone a mail should be sent out confirming amendment and a special instruction to be noted and passed on to the relevant persons.
  • Act as the link between traders, client, and the cold store.
  • Generate orders and pass the printed order to operations.
  • Administer the processing of documents.
  • Generate picking slips.
  • Check picking slips for correctness and compare it with the COS to ensure that both documents correspond with each other.
  • Receive signed picking slips from the Tally Clerk after products have been loaded.
  • Generate GIV’s.
  • Hand copies of GIV’s to the applicable driver and obtaining his signatures on the document.
  • Forward a copy to the appropriate client.
  • Ensure that product is dispatched at the correct temperature on the drivers POD:
  1. Frozen stock -18 degrees
  2. Ice cream -25 degrees
  3. Chilled product +2 to +4 degrees
  • Vehicles to be dispatched once the vehicles have passed the weighbridge no vehicle should leave with an overload or neither should the vehicle short loaded without notifying either.
  • Confirm the existence of instructions for the receiving of products/stock via COP’s from the company or written instructions from clients.
  • Inform the Cold Store Supervisor to off-load products.
  • Keep clients updated with regards to stock balances when requested.
  • Resolve stock related queries.
  • Assist customers/clients with administrative related queries.
  • Assist with physical stocktaking’s when required or requested.
  • Capture stock take results.
  • Maintaining of office support equipment and the reporting of problems which cannot be resolved.
  • Obtaining prior approval from the Cold Store Manager with regards to any adjustments to be made regarding stock levels.
  • Maintaining general office neatness.
  • Requesting stationary when required.
  • Follow all food safety and quality compliance guidelines that have been communicated through training and/or documentation by the Food Safety and Quality department.


  • Accountable for stock transfers.
  • Ensure correct stock information is captured.
  • Manage the stock movement’s procedure.
  • Support the administration/physical component of stock take activities.
  • Report on stock-take results.
  • Communicate and report on stock information to both customer and Cold Store Management.


  • Receive confirmation of sales (COS) and release note (RN) from trader and customers.
  • Confirm and clarify orders to create accurate picking slips.
  • Ensure the clarity between the order and Cold Store Picking procedure.
  • Communicate progress and updates to customer and trader.
  • Attend to and resolve any queries.
  • Ensure the finalization of orders and deliveries and commentating status to both internal and external parties.


  • Capture stock issued and received on the Daily Bay Utilization and Seal Report.
  • Generate the Warehouse Stats Report on excel.
  • Email the below reports every morning to management:
  • Daily Bay Utilization and Seal Report
  • Warehouse Daily Statistics Report
  • Warehouse Utilization Report


  • Print un-committed report and ensure all is committed before billing.
  • Investigate uncommitted GRV’s and commit once solved.
  • Print Principal Movement report for the week’s period that billing needs to be done for.
  • Ensure warehouse billing maintenance on accounts is done.
  • Run Billing Generation for the week period, to create invoices for each account.
  • Print ‘Invoice not printed’ report, to view all customers that have invoices as per movement report.
  • View each invoice and clients account to ensure there are no duplications.
  • Print report for selected clients’ accounts (some to be sent with invoice mail, others to correct invoice as per client’s requirements)
  • Amend invoice break down and referencing as required, while comparing with movement report to ensure client is charged correctly.
  • Close and print all invoices to email.
  • Sent all invoices to clients via email. (adding reports to selected clients)
  • Run Billing credit generation for the company’s invoice.
  • Run Open AR by Period report for the company’s account.
  • Run Principal Revenue Report for all Cold store clients.
  • Update Stats report.
  • Send reports and stats report to accounts to confirm balancing with the General Ledger.
  • Send Billing Credit report to the relevant divisions.
  • Once accounts balance to the General Ledger, send all balance confirmation, email Stats report to management.

Area:  Montague Gardens

Salary:  R13 000 – R16 000 CTC

Job Features

Job CategoryFMCG
SalaryR 13 000 - R 16 000
Commencement dateASAP
LocationMontague Gardens
Contract TypeFull Time

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