Operations Coordinator

2 months ago

CapeTown, South Africa West Coast Personnel Full time

Key Responsibilities:

Documentation and Permits:

  • Manage permits and ensure timely renewals.
  • Handle MPT Induction slips, medicals, operator certificates, and MPT permits.
  • Apply for and renew vehicle licenses, arrange roadworthy checks, and register and license new vehicles.
  • Apply for and manage abnormal permits, traffic escorts, Transnet Harbour Discs (TEE, TRT, Target), and Transnet Access Cards.

Invoicing and Client Communication:

  • Prepare and send invoices to clients.
  • Arrange new medicals, operator certificates, load test certificates, and sling/shackle certificates.
  • Maintain organized records of all bookings, permits, certificates, and client communications.

Coordination and Logistics:

  • Organize operators and drivers for new jobs.
  • Coordinate driver logistics for collections and drop-offs.
  • Manage accommodations, payments, food money, and sleep-out arrangements for operators working late or away.
  • Print and update booking sheets monthly.

Resource Management:

  • Order and manage inventory for slings, shackles, diesel, electricity, and tyres.
  • Handle sub-hires and arrange breakdown services with LMS.
  • Update and maintain fleet operation sheets daily.

Digital Record Keeping:

  • Save and manage documents on OneDrive, including medicals, operator certificates, crane/sling certificates, licenses, IDs, passports, appointment letters, quotes, pro-formas, invoices, and bookings.
  • Ensure all files and records are up-to-date and accessible.

Financial Administration:

  • Write out hire contracts and ensure time sheets are received and processed.
  • Check clock cards daily and send excel reports.
  • Keep an updated list of all PPE.
  • Manage diesel and workshop order numbers.
  • Allocate payments to customer and supplier accounts using online Pastel.
  • Send monthly statements and assist with any queries from customers and suppliers.

Qualifications and Skills:

  • Strong organizational and multitasking skills.
  • Excellent communication skills, both written and verbal.
  • Proficient in Microsoft Office and online document management systems.
  • Experience in logistics, transportation, or heavy machinery industry preferred.
  • Ability to work independently and as part of a team.

About West Coast Personnel:

We are a leading provider in the heavy haulage and crane hire industry, specializing in Mobile Crane Hire, Rigging Services, Crane Truck Hire, and Transport and Heavy Haulage.

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