Transportation Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa IGT Full time
Job title : Transportation CoordinatorJob Location : Western Cape, Cape TownDeadline : April 10, 2025Quick Recommended Links
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Purpose of the role:

  •  The role of a transport coordinator is crucial in ensuring the efficient and smooth movement of goods and people from one location to another. The primary purpose of a transport coordinator is to manage and coordinate transportation activities to meet the needs of an organization. The purpose of a transport coordinator role is to ensure that goods and people are transported in a timely, cost-effective, and compliant manner. This involves a combination of logistical planning, coordination, communication, problem-solving, and adherence to regulations.

The duties of the Transport Co-ordinator will be:

Site operations Management 

  • Monitor areas of Employee Safety and Security of employees availing company provided transport 
  • Night cab deployments as per schedule 
  • Monitor daily checklist for all vehicles 
  • Monitor hygiene status of all vehicles before deployment 
  • Ensure allocation of routes, destinations as per the requests with maximum possible reduction in the distance 
  • Ensure to collate all company required statutory documents, licenses pertaining to vehicle and driver 
  • Compliance with Safety Regulations and Standards in transportation operations. Eg. Red zone drop offs, Passenger safety, Speed limit driving, etc. 
  • Ensure to brief safety precautions on daily basis and preserve records 
  • Interact with internal customers and ensure customer satisfaction 
  • Perform administrative duties of all tasks relating to employee transportation within the client operation 
  • 24/7 reachability in case of any emergency support 

Ensure business continuity 

  • Collaboration with all Stakeholders within Cape Town and Global offices Report Management 
  • Preparing Monthly Provision 
  • Preparing Monthly & weekly dashboard report 
  • Preparing OTA & OTD Matrix report 
  • Preparing MASTER report, it includes (OTA & OTD, No Show, Vehicle Occupancy, Incident Tracker, Vehicle Compliance, Reimbursement, Ad hoc Reports, Transport costs 
  • Maintain all monthly MIS on share drive Vendor Management 
  • Clear and professional engagements with Transport Vendors 
  • Ensure service provider supervisors are available at the site before night operations 

Ensure to brief the supervisor on safety aspects 

  • Any incidents to be recorded and Incident Report to be logged - and shared with CAPA reports Client visit / Leadership visit 

Ensure to collate the travel plans 

  • Works closely with the Admin Team and assist in Admin related tasks 
  • Ensure to inform the service provider in advance for preparations 
  • Ensure timely availability of vehicles with transport and cleaning protocols 
  • Ensure to coordinate with Landlord and Physical Security for smooth entry and exit 
  • Prioritize and schedule transportation activities to ensure timely delivery of services are delivered: Vendors, stakeholders (the passengers), possible deliveries, pick-ups, drop offs, etc Training and Development 

Ensure to complete mandatory trainings for drivers 

  • Preserve training records and materials for future reference Audit management 
  • Ensure Compliance in all respects are at 100 % at any given time 
  • Preparing Vendor performance report 
  • Preserve all the documents, financial invoices, receipts, reports, records in required format 
  • Make suggestions to reduce transportation expenses and to improve quality of service 
  • Keep updating the records as and when required 
  • A high school qualification or equivalent 
  • Knowledge and understanding of geographical areas of the broader Western Cape 
  • Knowledge, understanding, coordination and management of passengers 
  • Prior experience as a transport coordinator or a similar role eg. 
  • Fleet Management 
  • Excellent attention to detail 
  • Maximize efforts towards productivity, identify problem areas and assist in implementing solutions 
  • Must be able to multitask and prioritize departmental functions to meet deadlines 
  • Maintain a warm and friendly demeanour at all times 
  • Must be able to effectively communicate both verbally, written and in an attentive, friendly, courteous and service oriented manner 
  • Must be able to maintain confidentiality of information 
  • Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives 
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