Depot Clerk

Job Purpose

The Depot Clerk is responsible for providing administrative, inventory, and logistical support to ensure the efficient operation of the depot. The role involves maintaining accurate records, processing stock transactions, preparing reports, coordinating deliveries and collections, and ensuring compliance with company procedures and safety standards.

Key Responsibilities

Inventory and Stock Control

• Record and process all stock receipts, issues, transfers, and adjustments accurately.
• Maintain up-to-date inventory records in the company’s stock management system.
• Conduct regular stock counts and assist with cycle counts and annual stocktakes.
• Investigate and report stock discrepancies, damages, and losses.
• Ensure proper filing and documentation of all inventory-related transactions.

Administrative Duties

• Capture and maintain depot records, delivery notes, goods received notes, and dispatch documentation.
• Prepare daily, weekly, and monthly operational reports.
• Maintain filing systems and ensure records are updated and easily accessible.
• Process and verify invoices, purchase orders, and delivery documentation where applicable.
• Answer and manage depot-related correspondence, telephone calls, and inquiries.

Logistics Coordination

• Coordinate customer collections and deliveries.
• Prepare dispatch documentation and ensure all necessary approvals are obtained.
• Liaise with drivers, warehouse personnel, suppliers, and customers regarding stock movements.
• Monitor vehicle schedules and delivery timelines where required.

Compliance and Safety

• Ensure adherence to company policies, procedures, and operational standards.
• Maintain accurate records for audits and compliance requirements.
• Follow health, safety, and environmental regulations within the depot.
• Report safety incidents, hazards, and operational issues promptly.

Customer Service

• Provide professional and timely support to customers and internal stakeholders.
• Resolve routine queries relating to stock, deliveries, and depot operations.
• Assist in maintaining strong customer relationships through effective communication.

Qualifications and Experience

• Grade 12 / High School Diploma or equivalent.
• Certificate or Diploma in Logistics, Supply Chain, Business Administration, or related field is advantageous.
• Minimum 1 to 3 years of experience in a warehouse, depot, logistics, or administrative environment.
• Experience using inventory management or ERP systems is preferred.

Knowledge, Skills, and Competencies

• Strong administrative and record-keeping skills.
• Good understanding of inventory and stock control processes.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Strong attention to detail and accuracy.
• Good numerical and analytical skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Strong organizational and time-management skills.
• Team player with a proactive approach to problem-solving.

Key Performance Indicators (KPIs)

• Accuracy of inventory records.
• Timely processing of stock transactions.
• Compliance with depot procedures and documentation requirements.
• Reduction in stock discrepancies.
• Timely and accurate report submission.
• Customer service responsiveness and issue resolution.

Working Conditions

• Based at the depot or warehouse facility.
• May require occasional overtime during stock counts, audits, or peak operational periods.
• Regular interaction with warehouse staff, drivers, suppliers, and customers.

• Record and process all stock receipts, issues, transfers, and adjustments accurately.
• Maintain up-to-date inventory records in the company’s stock management system.
• Conduct regular stock counts and assist with cycle counts and annual stocktakes.
• Investigate and report stock discrepancies, damages, and losses.
• Ensure proper filing and documentation of all inventory-related transactions.
• Capture and maintain depot records, delivery notes, goods received notes, and dispatch documentation.
• Prepare daily, weekly, and monthly operational reports.
• Maintain filing systems and ensure records are updated and easily accessible.
• Process and verify invoices, purchase orders, and delivery documentation where applicable.
• Answer and manage depot-related correspondence, telephone calls, and inquiries.
• Coordinate customer collections and deliveries.
• Prepare dispatch documentation and ensure all necessary approvals are obtained.
• Liaise with drivers, warehouse personnel, suppliers, and customers regarding stock movements.
• Monitor vehicle schedules and delivery timelines where required.
• Ensure adherence to company policies, procedures, and operational standards.
• Maintain accurate records for audits and compliance requirements.
• Follow health, safety, and environmental regulations within the depot.
• Report safety incidents, hazards, and operational issues promptly.
• Provide professional and timely support to customers and internal stakeholders.
• Resolve routine queries relating to stock, deliveries, and depot operations.
• Assist in maintaining strong customer relationships through effective communication.

• Strong administrative and record-keeping skills.
• Good understanding of inventory and stock control processes.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Strong attention to detail and accuracy.
• Good numerical and analytical skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Strong organizational and time-management skills.
• Team player with a proactive approach to problem-solving.

• Grade 12 / High School Diploma or equivalent.
• Certificate or Diploma in Logistics, Supply Chain, Business Administration, or related field is advantageous.
• Minimum 1 to 3 years of experience in a warehouse, depot, logistics, or administrative environment.
• Experience using inventory management or ERP systems is preferred.