Operations POD Clerk
7 days ago
Key Performance Areas:
- Pre-Debriefing
- Debriefing
- Administration
- Ensure all documentation is checked before any vehicle performs other tasks.
- Inform drivers of their expectations and requirements.
- Load Debriefing:
- Collect all PODs along with related customer documentation.
- If a POD is faulty, address the issue within 48 hours by contacting the client and informing them of deficiencies.
- Reporting:
- Report and email any deficiencies or damages to the Claims Department immediately, before invoicing the POD.
- Verify all PODs from COMPANY and Subcontractor vehicles at all depots.
- Use Padmankrag personnel to collect PODs and documentation.
- Report to the Manager of Operational Support if Padmankrag employees are not performing their tasks.
- Pass POD lists and no-charge PODs to concerned persons.
- Regular communication with POD Control regarding outstanding PODs.
- Immediately report any deviations in Padmankrag documentation quality.
- Make recommendations to the Driver Training Department regarding driver documentation deviations.
- Report driver mistakes to the Driver Training Department for further training.
- Deliver delivery notes to the Debtors Department for billing daily, ensuring acknowledgment of receipt for any documents delivered.
- Ensure all PODs are correct (all necessary documents attached) before passing onto the Debtors Department.
- Inform the relevant Subcontractor in writing if documentation is outstanding on Subcontractor loads and ensure the Subcontractor Clerk is aware of such communication.
- Send and receive all internal mail and mailbags using a table of contents and liaise with the Postal Clerk.
- Report deviations and movement of mail.
- Ensure all no-charge delivery notes are returned to Wellington and signed off by the Managing Director.
- Maintain regular communication with depots and drivers about outstanding PODs.
- Obtain a list of all outstanding PODs from the POD Controller and ensure all Subcontractor and COMPANY PODs are received by the Debtors Department within five days of offloading.
- Track outstanding PODs accurately and update the progress on the Excel spreadsheet called the 'Masterfile,' noting the reason and date of follow-up.
- Follow up on problems daily.
- Check and follow up on any load duplication.
- Maintain PODs on hand according to units and ensure they are available for audit at any time.
- Update all PODs on Datatim to ensure all fields are completed and correct.
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