The position involves overseeing key operational initiatives and ensuring alignment with strategic objectives. The incumbent will drive process improvements, manage cross-functional teams, and deliver measurable results to enhance organizational efficiency. Responsibilities include analyzing performance metrics, identifying growth opportunities, and implementing data-driven solutions to optimize workflows. Additionally, the role requires fostering collaboration across departments, mentoring staff, and maintaining compliance with industry regulations. A minimum of five years of relevant experience, proficiency in industry-standard software, and strong leadership capabilities are essential. Exceptional communication skills, problem-solving acumen, and a track record of successful project delivery are also required.
This role is responsible for developing and maintaining a streamlined process to receive, validate, record, and report delivery notes while ensuring their accurate entry into the invoicing system. It oversees the financial, administrative, and clerical aspects of daily vehicle operations to guarantee precise and comprehensive billing through delivery documentation. Serving as a critical support function for the dispatch office, the position ensures operational efficiency and seamless workflow continuity.
The position encompasses a range of essential duties, which are distributed as follows based on the percentage of time allocated to each:
– Collaborating with cross-functional teams to drive project execution, accounting for 25% of responsibilities.
– Analyzing data and generating actionable insights to inform strategic decisions, representing 20% of the workload.
– Overseeing operational workflows to ensure efficiency and adherence to company standards, comprising 15% of duties.
– Developing and maintaining relationships with key stakeholders to foster business growth, constituting 15% of the role.
– Preparing comprehensive reports and presentations to communicate progress and outcomes to leadership, making up 15% of tasks.
– Participating in meetings, training sessions, and professional development opportunities, contributing 10% of the overall workload.
The role involves managing delivery documentation, accounting for 30% of the overall responsibilities. Key tasks include accurately recording, verifying, and organizing delivery notes to ensure compliance with company standards. Attention to detail is essential to maintain precise records and facilitate smooth logistical operations.
Duties include the oversight and management of invoicing processes and weighbridge ticket administration, accounting for 30% of the role’s responsibilities.
Dispatch governance (20%) involves implementing and overseeing policies, procedures, and compliance standards to ensure the efficient and effective management of dispatch operations. This encompasses monitoring adherence to regulatory requirements, conducting audits, and addressing deviations to maintain operational integrity. Additionally, the role includes analyzing performance metrics to identify trends, proposing improvements, and ensuring alignment with organizational objectives. Strong analytical skills, attention to detail, and a deep understanding of regulatory frameworks are essential for success in this function.
Maintain accurate documentation to ensure comprehensive record-keeping, comprising 10% of the role’s responsibilities.
The incumbent will be responsible for producing reports, which constitutes 10% of their duties.
MAIN ACTIVITIES
Our documentation requires precise recording of all delivery transactions, including item specifics, quantities, and delivery statuses. Attention to detail is crucial to ensure accuracy in tracking shipments and updating records promptly. Familiarity with standard shipping protocols and the ability to maintain organized records is essential. Candidates should demonstrate reliability in handling time-sensitive deliveries and possess strong communication skills to liaise with drivers and recipients effectively.
Accurately documenting delivery notes for each trip completed, as outlined in the activity report, is a key responsibility of this role.
All delivery notes for trips completed more than two weeks ago must be retrieved and confirmed as received.
All delivery notes upon receipt must be properly stamped to validate their authenticity and completion.
Ensure thorough verification that all items listed as returns or damaged on the delivery documentation are physically accounted for upon receipt.
The logistics coordinator will liaise with transporters and drivers to resolve any pending delivery documentation, ensuring timely and accurate completion of outstanding delivery notes.
Responsible for overseeing and executing billing processes, ensuring accuracy, efficiency, and timely submission of invoices. Maintains up-to-date records of transactions, client accounts, and payment statuses, while resolving discrepancies promptly. Collaborates with cross-functional teams to verify billing details, confirm compliance with financial regulations, and support revenue cycle management. Requires proficiency in billing software, strong attention to detail, and the ability to meet strict deadlines.
Our responsibilities include attaching all weighbridge tickets to the corresponding invoices to ensure accurate documentation and billing compliance.
Collects weighbridge tickets that have not been accounted for from the weighbridge area.
Counterchecking invoices to verify the precision and thoroughness of billing, ensuring alignment with the specified rates and weights.
Responsibilities include meticulously inputting invoices into the billing system and producing invoices for subsequent verification.
To maintain accurate documentation, the professional must verify that the customer has certified a duplicate of the invoice and that this copy is retained for future reference.
Maintain accurate and up-to-date records to ensure compliance with organizational and regulatory standards. Organize, store, and retrieve information efficiently while ensuring data integrity and confidentiality. Verify the completeness and accuracy of records, including financial, operational, or personnel files, as required by applicable policies and procedures.
Documenting all incoming delivery notes accurately and promptly is a key responsibility.
Upon receipt of the delivery notes, it is essential to document the items meticulously and obtain formal client confirmation of their acceptance.
All delivery notes must be accurately processed and invoiced in a timely manner to maintain proper financial records and compliance with billing procedures.
Providing support in meticulously maintained and precise filing systems for Finance & Administration operations to ensure efficiency and compliance.
Timely report generation encompassing all essential data and metrics is required, ensuring comprehensive and accurate documentation for stakeholders. This includes compiling, analyzing, and presenting key insights derived from operational, financial, or performance-related information. Reports must be delivered within specified deadlines to support informed decision-making and strategic planning across departments. Proficiency in data visualization tools and reporting software is essential to facilitate clear, concise, and actionable deliverables. Strong analytical skills are necessary to interpret complex datasets and translate findings into meaningful recommendations for leadership and cross-functional teams.
Handle the preparation and processing of unbilled trips efficiently, ensuring accurate documentation and timely submission for reimbursement. Maintain meticulous records of travel-related expenses and verify adherence to company travel policies. Collaborate with finance and accounting teams to resolve discrepancies and address any issues that arise during the billing process.
Processed and verified incoming delivery notes to ensure accuracy and completeness of shipment details. Conducted thorough inspections of delivered goods against purchase orders to confirm receipt of correct items and quantities. Documented any discrepancies or damages noted during inspection and promptly communicated findings to relevant stakeholders for resolution. Maintained organized records of all delivery transactions in accordance with company protocols and compliance standards.
Handed over to the client, delivery notes are prepared with meticulous attention to accuracy and detail.
Our delivery notes are meticulously crafted, ensuring clarity and precision in every detail. Additionally, we have developed a robust action plan for retrieval processes, designed to enhance efficiency and accountability.
Performs additional tasks as directed by the supervisor to support operational needs and ensure the successful execution of assigned responsibilities.
Demonstrated proficiency in relevant technical or functional areas is essential, with a strong emphasis on expertise that aligns with the role’s demands. Candidates must possess the necessary qualifications, certifications, or experience to meet the established standards. Problem-solving skills, adaptability, and a commitment to continuous learning are highly valued. Familiarity with industry-specific tools, methodologies, and best practices is required, along with the ability to apply them effectively in dynamic environments. Strong analytical capabilities and attention to detail are critical for success in this position.
Adept at structuring both personal tasks and workload to meet defined goals and targets, with a strong commitment to ensuring outcomes are delivered through personal accountability.
Strict compliance with all established deadlines is required. Meeting project timelines without exception is essential to the role’s success, ensuring timely completion of deliverables and maintaining workflow efficiency.
Interpersonal skills are essential to establish and sustain productive professional relationships.
Proficiency in collaborating effectively with individuals across different organizational tiers, including senior management, is essential.
Demonstrated expertise in utilizing Microsoft Office applications, with a particular emphasis on Outlook, Word, and Excel, is required.
Dedicated to upholding exceptional standards of quality while maximizing productivity, this role emphasizes precision, efficiency, and continuous improvement in all operational processes.
You possess strong interpersonal abilities and exceptional communication skills, enabling you to build rapport effortlessly and convey ideas clearly.
Seeking a candidate with a Bachelor’s degree in a relevant field and a minimum of three years of hands-on experience in a comparable role. The ideal applicant will demonstrate proficiency in project management, exceptional analytical skills, and the ability to collaborate effectively within cross-functional teams. Strong written and verbal communication abilities are essential, along with a proven track record of delivering results under tight deadlines. Familiarity with industry-specific software and tools is required, and prior leadership experience is highly desirable. This position demands adaptability, a solutions-oriented mindset, and a commitment to continuous professional development.
A relevant qualification in Business Management or an equivalent credential is required.
A Certified Public Accountant (CPA) Part I certification is preferred for this role.
A minimum of two years of experience in a fast-paced environment, ideally within the logistics sector, is required.
Qualifications
Diploma
Experience Required
2 years
