JOB PURPOSE
Ensure accurate quotation for new transport business through effective coordination with Third-Party Service Providers, while maintaining organized, accessible, and compliant documentation for all distribution activities.

KEY ACCOUNTABILITIES

1.1.    Pricing

1. Ensure accurate and timely quotation for new transport business in line with agreed pricing frameworks and service requirements
2. Coordinate with Third-Party Service Providers (3PSPs) to validate rates, service scope, capacity, and lead times
3. Review and confirm cost inputs to minimize pricing errors and maintain margin integrity

1.1.    Distribution Documentation Handling

Implement corrective actions for misfiled, missing, or incomplete PODs, ensuring accurate record keeping and timely submission compliance.
1.1.    Reports
1. Submit daily reports detailing all outstanding Proof of Delivery (PODs) to support tracking and resolution progress.
2. Share daily updates with Third-Party Service Providers (TSPs) identifying pending POD submissions and outstanding delivery documents.
3. Submit weekly POD summary reports to clients, accompanied by scanned copies of signed delivery documentation.4. Generate weekly Key Performance Indicator (KPI) reports to monitor delivery performance and POD submission status.
5. Forward monthly client billing reports and relevant documentation to the Finance department to support invoice activities.
6. Prepare and submit complete sets of POD records and support delivery documents for audits and client inspections, ensuring compliance with reporting standards.

1.1.    Safety, Health, Environment and Quality Assurance (SHEQ)

1. Follow distribution procedures as outlined in SOPs and quality policies to ensure safe and compliant documentation practices.
2. Report documentation non-conformances within distribution operations and assist in corrective actions as directed.
3. Support risk prevention by identifying potential distribution-related hazards and communicating them to supervisors.
4. Verify shipment condition during documentation and escalate discrepancies or damage concerns affecting distribution quality.
5. Ensure PPE compliance across distribution activities, confirming staff wear appropriate protective gear during dispatch and handling.
6. Assist in conducting safety briefings for visitors, clients, and TSPs entering distribution areas, ensuring awareness of site procedures.
7. Observe and report unsafe handling of distribution tools and equipment (e.g., hand jacks, scanners), supporting injury prevention.
8. Maintain environmental standards in documentation zones by ensuring cleanliness and following structured waste disposal procedures.
9. Guide drivers during vehicle docking in distribution areas to prevent accidents and protect personnel safety.
10. Support controlled vehicle manoeuvring through adherence to structured docking protocols within designated distribution zones.
11. Assist with training new staff on proper handling of documentation tools and basic distribution safety procedures.

1.2.    Communication, Coordination, and Team Collaboration

1. Communicate clearly with colleagues, supervisors, and delivery partners to support smooth delivery of orders in full and on time.
2. Respond timely to client queries and assist in resolving delivery-related issues through effective coordination.3. Foster respectful and positive working relationships with internal teams and external service providers (TSPs).
4. Assist supervisors in organizing delivery workflows and supporting drivers and assistants to meet daily goals.
5. Participate in team training activities and provide helpful input to improve documentation and delivery practices.
6. Follow task schedules as assigned and contribute to a well-structured working environment through reliable task execution.

Requirements

·    O-Level or equivalent qualification required

·         Prior experience in document filing, archiving, or logistics documentation is essential

·         Strong attention to detail and analytical skills to identify discrepancies in transport documents

·         Ability to work effectively in a team-oriented environment, coordinating across departments

·         Proficient in Microsoft Office (Excel, Word, Outlook) and transport management software such as SOLOPLAN, Telematics etc.