We are seeking a highly motivated professional to join our team and contribute to our ongoing success. The ideal candidate will possess a strong educational background in a relevant field and at least three years of hands-on experience in a comparable role. Responsibilities include overseeing project execution, collaborating with cross-functional teams, and ensuring adherence to organizational policies and procedures. Additionally, the candidate must demonstrate exceptional problem-solving abilities, effective communication skills, and a commitment to delivering high-quality results in a fast-paced environment.
This role is responsible for establishing and maintaining a streamlined process to receive, validate, document, and report delivery notes while ensuring their timely entry into the invoicing system. It oversees the financial, administrative, and clerical aspects of daily vehicle operations to guarantee the precision and completeness of billing documentation. Additionally, the position serves as a critical support function for the dispatch office, facilitating seamless operational workflows.
Oversee and execute core duties, allocating your time across various responsibilities as follows: manage daily operations (30%), lead strategic initiatives (25%), collaborate with cross-functional teams (20%), ensure compliance with organizational policies (15%), and report progress to senior leadership (10%).
The role involves handling delivery documentation in 30% of responsibilities, ensuring all incoming and outgoing shipment records are accurately maintained and processed.
Invoicing and weigh bridge ticket governance and administration comprise 30% of the role’s responsibilities.
Overseeing dispatch governance constitutes 20% of the role, ensuring adherence to established policies, procedures, and regulatory standards to maintain operational integrity. This responsibility involves monitoring compliance, identifying potential risks, and implementing corrective measures to uphold efficiency and accountability across dispatch operations.
Maintain accurate and up-to-date records, accounting for 10% of the role’s responsibilities, ensuring all documentation is properly organized and accessible.
Generate reports as required, accounting for approximately 10% of responsibilities, ensuring accuracy, clarity, and timely delivery to stakeholders. Maintain consistency in formatting and structure while adhering to established guidelines and deadlines. Collaborate with relevant teams to gather necessary data and validate information for completeness.
MAIN ACTIVITIES
Ensure all delivery notes are meticulously reviewed, accurately recorded, and promptly filed in accordance with company protocols to maintain clear and organized documentation. Verify that shipment details, including weight, dimensions, and contents, align precisely with the order specifications to prevent discrepancies. Confirm the recipient’s information is correct and up-to-date to facilitate seamless delivery. Address any discrepancies or missing data immediately to avoid delays or operational disruptions. Collaborate with warehouse and logistics teams to resolve issues and ensure timely delivery of goods. Maintain a log of all delivery activities for audit and reporting purposes.
Maintaining a comprehensive record of delivery notes for each trip documented in the activity report is essential to ensure accurate tracking and compliance.
Ensuring the timely return of all delivery notes—specifically, those pertaining to trips completed more than two weeks prior—is essential.
All incoming delivery notes must be properly stamped upon receipt.
We ensure that all returns and damages listed on the delivery note are physically verified upon receipt.
We ensure timely follow-up with transporters and drivers to resolve any outstanding delivery notes efficiently. This involves proactive communication to track and address pending deliveries, maintaining accurate records, and coordinating with stakeholders to expedite resolution.
Responsible for managing all aspects of the billing process, including generating invoices, tracking payments, and reconciling accounts. Ensures accuracy and timeliness in financial transactions while adhering to company policies and regulatory standards. Collaborates with cross-functional teams to resolve discrepancies and maintain efficient cash flow. Maintains detailed records of billing activities and provides regular reports to management on financial performance.
The task involves verifying that every weigh bridge ticket is correctly appended to the corresponding invoices.
Responsible for procuring missing weigh bridge tickets directly from the weigh bridge source.
Responsibilities include verifying invoices to ensure billing accuracy and completeness by confirming that rates and weights are correctly applied.
Accurately entering invoices into the billing system and producing invoices for verification.
The company requires that customers provide a certified copy of the invoice, which must then be retained in the official records for future reference.
Maintain accurate and up-to-date documentation to ensure compliance with organizational policies and regulatory standards. Organize, store, and retrieve records efficiently while ensuring confidentiality and accessibility. Verify the completeness and accuracy of data, including dates, entries, and supporting documents. Collaborate with relevant departments to gather necessary information and resolve discrepancies. Adhere to established record retention schedules and disposal procedures. Utilize appropriate systems and tools for record management, including digital databases and filing systems. Report any irregularities or compliance issues to management promptly. Ensure all records are securely stored and protected from unauthorized access or loss.
Documenting each delivery note received ensures accurate record-keeping of incoming shipments and materials.
Upon receipt of delivery notes, the task involves documenting and obtaining the client’s formal acknowledgment of the delivered items.
All delivery notes must be verified for accurate invoicing to maintain financial compliance and operational efficiency. Each document must undergo meticulous review to confirm its inclusion in the billing cycle, thereby preventing discrepancies and ensuring timely revenue recognition.
Provides support in maintaining precise and systematically organized filing systems for Finance & Administration operations.
Timely report generation encompassing key metrics and performance indicators is essential, requiring the compilation and analysis of data from multiple sources to deliver accurate insights. This role involves creating comprehensive reports on a consistent schedule, ensuring all stakeholders receive up-to-date information to support informed decision-making. Proficiency in data visualization tools and strong analytical skills are critical for transforming raw data into actionable business intelligence. Additionally, the ability to interpret trends and present findings in a clear, concise manner is required to facilitate strategic planning and operational efficiency.
Handle the preparation and oversight of unbilled trips, ensuring all relevant documentation is accurately completed and submitted in a timely manner. Monitor trip statuses to identify any discrepancies or delays, and take corrective action as needed to maintain compliance with company policies and regulatory standards. Coordinate with travel agencies, finance teams, and employees to resolve billing issues and confirm that all expenses are properly accounted for before finalizing records. Maintain detailed logs of unbilled trips for auditing purposes and provide reports upon request to support financial reviews and decision-making processes.
Compiled and verified incoming delivery notes to ensure accuracy and completeness. Responsible for cross-referencing shipment details with purchase orders and updating inventory records accordingly. Maintains organized documentation to support efficient tracking and resolution of discrepancies. Collaborates with suppliers and warehouse teams to confirm timely receipt of materials while adhering to established protocols.
Delivery documentation is provided to the client upon completion of the delivery process.
The candidate must demonstrate exceptional proficiency in crafting meticulous delivery notes and developing a comprehensive action plan for retrieval processes.
Performs additional assignments as directed by the supervisor, ensuring alignment with organizational goals and priorities.
Seeking a candidate proficient in [specific skills, e.g., data analysis, project management, or software development], with a strong foundation in [relevant fields or tools]. The ideal applicant will demonstrate expertise in [key responsibilities, e.g., financial modeling, system design, or team leadership], alongside exceptional problem-solving abilities and attention to detail. Proficiency in [specific software, methodologies, or certifications] is essential, along with the capacity to adapt to evolving industry standards. Previous experience in [relevant industry or role] is highly valued, ensuring the candidate can contribute effectively from day one. Strong communication skills and the ability to collaborate across departments are also required to foster a cohesive work environment.
Capable of independently structuring tasks and prioritizing workloads to meet defined goals and benchmarks, this individual demonstrates unwavering commitment to achieving results and maintains full accountability for the successful delivery of outcomes.
Deadlines must be met consistently and without exception.
With strong interpersonal skills, you will build and sustain meaningful professional relationships, fostering collaboration and effective communication across teams and stakeholders to drive project success.
Capable of collaborating effectively with professionals across all organizational levels, including senior management.
Demonstrates advanced skills in utilizing the Microsoft Office suite, with particular expertise in Outlook, Word, and Excel.
Quality-driven and productivity-oriented professionals are sought to uphold stringent standards and maximize output. Candidates must demonstrate a commitment to excellence and the ability to consistently deliver high-caliber results while adhering to established benchmarks. The role requires meticulous attention to detail, efficient workflow management, and a proactive approach to identifying and implementing improvements to enhance overall performance and efficiency.
Proven ability to foster strong interpersonal connections and convey information clearly and persuasively. Demonstrates exceptional verbal and written communication skills, enabling effective collaboration and relationship-building in diverse professional settings.
Seeking a candidate with a strong academic foundation and relevant professional experience in the specified field. The ideal applicant will possess a degree in a related discipline and demonstrate a minimum of [X] years of hands-on experience in [specific roles or industries]. Proficiency in [key technical skills, tools, or methodologies] is essential, along with the ability to analyze complex data and drive informed decision-making. Strong communication skills, both written and verbal, are required to collaborate effectively with cross-functional teams and stakeholders. Additionally, the role demands adaptability, problem-solving acumen, and a commitment to continuous learning in a dynamic work environment.
A degree or diploma in Business Management or a closely related qualification is required.
A CPA Part I designation is highly desirable for this role, as it demonstrates a strong foundation in accounting principles and regulatory compliance. Candidates with this qualification are expected to possess in-depth knowledge of financial reporting, auditing standards, and tax regulations. Additionally, this credential reflects a commitment to professional development and ethical practice in the accounting field.
With a minimum of two years of experience in a fast-paced organization—ideally within the logistics sector—this role demands a proactive professional who thrives in dynamic environments.
Qualifications
Diploma
Experience Required
2 years
