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.