JOB PURPOSE
Ensure accurate pricing for new transport business through effective coordination with Third-Party Service Providers (3PSPs), while maintaining organized and compliant distribution documentation.
KEY ACCOUNTABILITIES
Pricing
Provide timely and accurate quotations for new transport business.
Coordinate with 3PSPs to validate rates, capacity, and lead times.
Review cost inputs to prevent pricing errors and protect margins.
Documentation Handling
Ensure drivers submit complete, signed PODs and invoices, and verify all handover forms.
Track POD submissions, identify delays, and escalate non-compliance.
Review PODs, resolve incomplete/disputed records, and oversee timely closure.
Enter delivery data into the system and verify record completeness.
Scan and upload signed PODs for audit-ready retrieval.
Address documentation queries from internal teams and clients.
Maintain organized hardcopy and electronic archives with proper backup.
Conduct routine audits to identify compliance risks and documentation gaps.
Implement corrective actions for missing or incomplete PODs.
Reporting
Submit daily reports on outstanding PODs.
Provide daily updates to TSPs on pending deliveries.
Submit weekly POD summary reports with scanned copies to clients.
Generate weekly KPI reports on delivery and POD performance.
Forward monthly billing reports to Finance for invoicing.
Prepare POD records for audits and client inspections.
Safety, Health, Environment & Quality (SHEQ)
Follow SOPs for safe documentation practices.
Report non-conformances and assist with corrective actions.
Verify shipment condition and escalate damage concerns.
Ensure PPE compliance and assist with safety briefings.
Report unsafe equipment handling and maintain clean documentation zones.
Guide drivers during docking and support safe vehicle maneuvering.
Assist in training new staff on documentation and safety procedures.
Communication & Collaboration
Communicate clearly to support on-time, complete deliveries.
Respond promptly to client queries and resolve delivery issues.
Build positive relationships with internal teams and TSPs.
Assist supervisors in organizing workflows and meeting daily goals.
Participate in training and follow assigned task schedules.
REQUIREMENTS
O-Level or equivalent.
Essential: Experience in document filing, archiving, or logistics documentation.
Strong attention to detail and analytical skills.
Team-oriented with cross-department coordination ability.
Proficient in Microsoft Office (Excel, Word, Outlook) and transport software (e.g., SOLOPLAN, Telematics).