Contracts Manager

Key Responsibilities & Tasks:

• Responsible for providing daily updates on offloads as well as loading of trucks.
• Accountable for the Debriefing of drivers when offloaded, to ensure all documents were received back and no issues were reported.
• Report any issues to the client before a truck leaves the client.
• Collect, Sort, and capture, all documents for invoicing and couriering to the client.
• Responsible for ensuring that the truck booking report is correct (by ensuring that all loadings and offloads are captured correctly and timeously).
• Accountable for the daily update of P.O.D Lists.
• Accurately update and keep track of all load sheets.
• Effectively communicate with relevant night staff about the clients’ trucks and there arranged time slots daily.
• Ensure effective communication with the client relating progress of trucks (such ETA’s and trucks that will not be making deadlines). This should be done before the Close of Business day.
• Ensure that all required sheets are completed by the close of business day.
• Timeously resolve all POD queries.
• Ensure that all load sheets are provided to require loading groups daily.
• Responsible for conducting monthly reconciliations from the supplier list received from the POD’s Department and the comments/notes made on your active list, and obtaining clarification on any discrepancies.
• Accountable to obtain dedicated trip sheets from the POD department every month. Furthermore, provide feedback to the POD Manager timeously.
• Establishing, building and maintaining long term relationships with Sparta Foods
• Contract and Standard operating procedures negotiation and implementation
• Contract SOP and administration and revising
• Investigating and addressing contract and SOP issues
• Ensuring Clients needs are met through daily monitoring and managing of loading and offloading of delivery trucks
• Booking trucks for day and night shift out loading
• Setting up loading list for wholesale and warehouse out loading
• Ensuring booked trucks are available and on time arrival at client
• Ensuring deliveries goes according to plan, timeous offloading to ensure truck availablitity for the next  load
• Resolving all problems and issues arising from the loading and offloading of trucks
• Ensuring transfer trucks are available and ready for daily transfers done at deboning and offal departments as and when needed.
• Managing & communicating collections and returns to Hestony and Sparta Staff
• Liaising with customers to ensure offloading is done in a timely manner and according to company policies
• Assisting Sparta Sales Team with loading lists, truck sequencing, claim inquiries and bookings
• Allocating trucks to specific loads with correct ETA’s
• Daily Tracking of deliveries, and communication thereof
• Setting up daily worksheets for different regional departments at Hestony Main Office.
• Daily updates on truck deliveries
• Assisting with all administration ex. Fines, weighbridge slips and driver warnings.
• Liaising with customers to inform them about delivery times
• Liaising with customers to resolve all issues and problems arising from the loading and offloading of delivery trucks
• Liaising with client management to resolve all issues and problems
• Liaising with Clients planning department to keep up to date with Slaughter quantities to ensure hide trucks and transfer trucks are available, as well to plan daily, weekly and monthly truck requirements
• Maintaining good communication between Sparta Foods, Hestony Transport Customers.
• Liaising with Client’s production and out loading departments to ensure smooth and timely loading of trucks. Assist with resolving issues, queries and problems arising from the loading and offloading of trucks at Client’s premises.
• Route planning
• Operating Key fleet management system:

• Import of loads into Key fleet
• Region, and cot allocation to loads

• Chep Management & SOP:

• Administration of CRV’s, POD’s Chep log sheets and balance sheet

• Liaising with Client suppliers to ensure timely collections of production collection requirements and needs:

• Chep bins and crates from Chep Jetpark and Chep Welkom
• Brown Crates from RCL Piemans
• Pallets from various clients

• Monitoring pallet age analysis
• Arranging collections where and when needed
• Engineering department collections
• Store department collections
• Administration:

• Drivers to pay
• Accident reports
• Driver warnings
• POD books
• POD post bags

• Managing nightshift shunter driver
• Monitoring nightshift out loading
• Reporting on:

• KPI’s
• Utilization of trucks
• Planned vs actual
• Daily reporting
• Late arrivals
• Invoiced after 3am
• Stand overs/not complete deliveries
• Stand over costs
• Arrivals at Sparta
• Bookings vs Actual
• Fines
• Complaints
• Monthly cost report per region
• Shorts and overs on products deliveries
• Collections & returns
• Setting up monthly cost reports

Disclosure:

Contracts/Account Managers are responsible for managing certain clients, with specific responsibilities allocated to them. These responsibilities are specified above. These responsibilities may vary and alter depending on the needs of the clients as well as the development/progression of the company.