Purpose of the Job

This role is responsible for the comprehensive coordination and supervision of transport and fleet operations to ensure smooth, efficient, and compliant delivery services. Key responsibilities include managing driver attendance and documentation, overseeing vehicle route planning and dispatch, ensuring fleet readiness and safety, and enforcing adherence to operational protocols, including accident and product claim procedures.

Key Responsibilities 

Operational 

• Supervise and control driver’s attendance registers and absenteeism, ensuring that the optimal staff function is available on site
• Co-ordinate any driver’s requirements with Labor Broker and Regional Manager
• Ensure that driver’s hours are correctly captured on weekly wages report
• Co-ordinate, supervise and control all fuel related processes in terms of re-fueling, fuel consumptions, EDC/Ned fleet Cards and reconciling of fuel usage schedules
• Ensure that the overall fleet condition meet requirements set out in SEC Manual
• Co-ordinate and control daily vehicle route planning, loading and offloading, customer documentation handover and dispatching of drivers
• Ensure all outlined processes are adhered to with regards to Accident Claims/ Product Claims and Breakdowns
• Communicate effectively with Regional Manager relating to all operational and distribution activities
• Debrief the driver’s trip sheets and cross reference to the tracking reports
• Co-ordinate and supervise the completion of pre and post trip vehicle inspections, logbooks, workshop bookings, COF’s
• Control of Ad hoc vehicle requirements
• Ensuring that all driver documentation is valid and updated timeously in terms of PDP’s, driver’s licenses, driver medicals, crane/Moffat/Hazchem certificates
• Controlling the usage and issuing of all on site staff PPE’s and uniforms as required by site
• Ensure vehicle tracking is operational on all vehicles and that defective units are booked into workshop for repair
• Ensure housekeeping is in order and the value workplace is clean and tidy at all times
• Ensure vehicle panic tests are completed monthly
• Ensure vehicle tire surveys are completed monthly
• All deliveries completed on the front end planning
• All trip ID’s inserted on the Trackmatic schedule
• Ensure all drivers download trip ids and close routes by the end of the day
• Ensure all loads are safe and secure before dispatching
• Make sure all the vehicle keys, EDC Cards and mobile phones are locked safe every night before leaving site

Administrative Duties

• Ensuring the compilation and completion of operational reports:
  • Daily Occurrences Report
  • Utilization Report
  • Absenteeism Report
  • Vehicles in Workshop Report
  • Fleet Checklist
  • Weekly Site Report
  • Fuel Consumption Report
  • Vehicle Tracking Reports
  • Weekly Cluster Report
  • Daily Stats Report
  • Fleet Control Report
  • Management Report (STOs, average loading times and out of area’s)
• Supervise the completion, handover and signoff of all customer related documentation

Customer Service Duties

• Construct and maintain strong customers relations through ensuring customer service levels are realised
• Supervise and monitor all customers identified KPIs and service levels to ensure all targets are met
• Compile and present any customer required KPIs, reports, operational feedback and operational constraints

Minimum Requirements

• Grade 12 (Matric)
• At least 2 years relevant working experience within warehousing

Skills Requirements

• Fleet and transport coordination
• Driver supervision
• Administrative reporting
• Fuel and asset control
• Customer service
• Problem solving and analytical thinking