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
1.1.
Pricing
1.
Ensure
accurate and timely quotation for new transport business in line with agreed pricing
frameworks and service requirements
2. Coordinate
with Third-Party Service Providers (3PSPs) to validate rates, service scope,
capacity, and lead times
3. Review
and confirm cost inputs to minimize pricing errors and maintain margin
integrity
1.1.
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.
1.1.
Reports
1. Submit daily reports detailing all
outstanding Proof of Delivery (PODs) to support tracking and resolution
progress.
2. Share daily updates with Third-Party
Service Providers (TSPs) identifying pending POD submissions and outstanding
delivery documents.
3. Submit weekly POD summary reports to
clients, accompanied by scanned copies of signed delivery documentation.
4. Generate weekly Key Performance
Indicator (KPI) reports to monitor delivery performance and POD submission
status.
5. Forward monthly client billing
reports and relevant documentation to the Finance department to support invoice
activities.
6. Prepare and submit complete sets of
POD records and support delivery documents for audits and client inspections,
ensuring compliance with reporting standards.
1.1.
Safety, Health,
Environment and Quality Assurance (SHEQ)
1.
Follow
distribution procedures as outlined in SOPs and quality policies to ensure safe
and compliant documentation practices.
2. Report
documentation non-conformances within distribution operations and assist in
corrective actions as directed.
3. Support
risk prevention by identifying potential distribution-related hazards and
communicating them to supervisors.
4. Verify
shipment condition during documentation and escalate discrepancies or damage
concerns affecting distribution quality.
5. Ensure
PPE compliance across distribution activities, confirming staff wear
appropriate protective gear during dispatch and handling.
6. Assist
in conducting safety briefings for visitors, clients, and TSPs entering
distribution areas, ensuring awareness of site procedures.
7. Observe
and report unsafe handling of distribution tools and equipment (e.g., hand
jacks, scanners), supporting injury prevention.
8. Maintain
environmental standards in documentation zones by ensuring cleanliness and
following structured waste disposal procedures.
9. Guide
drivers during vehicle docking in distribution areas to prevent accidents and
protect personnel safety.
10. Support
controlled vehicle manoeuvring through adherence to structured docking
protocols within designated distribution zones.
11. Assist with training new
staff on proper handling of documentation tools and basic distribution safety
procedures.
1.2.
Communication,
Coordination, and Team Collaboration
1.
Communicate
clearly with colleagues, supervisors, and delivery partners to support smooth delivery
of orders in full and on time.
2. Respond timely
to client queries and assist in resolving delivery-related issues through
effective coordination.
3. Foster
respectful and positive working relationships with internal teams and external
service providers (TSPs).
4. Assist
supervisors in organizing delivery workflows and supporting drivers and
assistants to meet daily goals.
5. Participate
in team training activities and provide helpful input to improve documentation
and delivery practices.
6. Follow
task schedules as assigned and contribute to a well-structured working
environment through reliable task execution.
Requirements
·
O-Level or equivalent qualification
required
·
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.
