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

Pricing

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

Distribution Documentation Handling

• Ensure drivers submit complete and signed delivery documentation—including Proof of Delivery POD and invoices—upon return and verify that all document handover forms are accurately completed and acknowledged.
• Track POD submission timelines from third-party providers, identify delays, and escalate promptly to ensure compliance with agreed delivery standards.
• Sort and review submitted PODs, initiate follow-up actions for incomplete or disputed records, and oversee timely resolution and closure of all outstanding POD issues in line with submission deadlines.
• Process Proof of Delivery POD documentation by entering all relevant delivery information into the system and verifying completeness of records for each dispatch.
• Scan and upload signed PODs and related documentation into the designated system, ensuring records are correctly indexed and retrievable for audit and reporting purposes.
• Address documentation queries from internal departments and external clients.
• Maintain organised document archives with correct indexing for easy retrieval.
• Ensure proper digital backup and secure storage of electronic records to protect against data loss and support long-term accessibility.
• Ensure all records and distribution-related documents are properly filed, securely stored, and readily accessible for internal reviews and external audits.
• Maintain hardcopy and electronic records in line with SOP-defined retention periods and client contractual requirements.
• Conduct routine internal audits and self-inspections to identify and address compliance risks, documentation gaps, and SOP deviations.
• Implement corrective actions for misfiled, missing, or incomplete PODs, ensuring accurate record keeping and timely submission compliance.

Reports

• Submit daily reports detailing all outstanding Proof of Delivery PODs to support tracking and resolution progress.
• Share daily updates with Third-Party Service Providers TSPs identifying pending POD submissions and outstanding delivery documents.
• Submit weekly POD summary reports to clients, accompanied by scanned copies of signed delivery documentation.
• Generate weekly Key Performance Indicator KPI reports to monitor delivery performance and POD submission status.
• Forward monthly client billing reports and relevant documentation to the Finance department to support invoice activities.
• Prepare and submit complete sets of POD records and support delivery documents for audits and client inspections, ensuring compliance with reporting standards.

Safety, Health, Environment and Quality Assurance SHEQ

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

Communication, Coordination, and Team Collaboration

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

Requirements

• Diploma in Business-related courses or any other relevant qualification.
• 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.