Transport Coordinator

Courier Services     

• Obtain courier quotations on behalf of the Client.
• Log courier collections on Courier portals for Clients who do not have access to the portals on request and approval by Department Head.
• Liaise with Courier Service Providers regarding queries, tracking and tracing of mail / parcels etc.
• Follow up on disputes such as late and undelivered courier.
• Track parcels in transit and advise Client on status.
• Once delivered, advise Client, print POD's to be attached to the respective work order and close.
• Obtain courier cost approval from Department head once invoice is received.
• Liaise with courier service provider for stationery such as labels, courier bags etc.

Mail Room Services     

• Manage & coordinate all incoming & outgoing mail activities / requests including reports, production figures & information
• Liaise with Clients regarding all Incoming & Outgoing Mail Activities, requests and queries

Transport Services   

• Assign the drivers to the runs daily.
• Co-ordinate adhoc and scheduled work order requests and allocate the request to the relevant driver.
• Ensure vehicle inspection checklists are conducted daily at the end of each day.  Vehicles returned after hours to be inspected the next morning without fail.
• Follow up with drivers for work orders not returned.
• Follow up with Clients whose signature is required on unsigned work orders.
• Close all completed work orders.
• Prepare scheduled work for the next day.

Franking

• Oversee the mail franking process ensuring that franking stats are sent to the Client monthly
• Administer the Franking of mail process, franking machine credit readings and balances, franking reports & franking costs.
• Frank mail from the various departments for posting, according to their requirements, speed services, international and local registered mail,   ordinary mail, surface and airmail postage.
• Update the franking on a daily basis for the month end report.
• Conduct bulk franking and posting for the Client.
• Ensure franking machine has sufficient franking credits 
• Facilitate the loading of the franking machine by requesting an invoice from the service provider and submit to Client Finance department for payment. Once paid liaise with the service provider to have the machine credits loaded.
• Ensure the franking machine is serviced timeously.
• Coordinate the franking machine repairs with the service provider and liaise with Client Finance to have the invoice paid.
• Franking Stats to be submitted to Client Finance monthly.
• Obtain updated postage tariffs timeously. 

Other / Adhoc

• Compile a daily report on the work orders that were logged for Transport for the month end report.
• Compile a stats table of all work orders according to the departments that were opened for Transport, for the month end report.
• Reconcile monthly Franking Stats for Client and forward to Client Finance and the TMC Supervisor.
• Submit overtime for Client approval and signature.
• Submit approved overtime to TMC Supervisor for signature then Team Secretary for processing by the end of the month.
• Allocate invoice schedules to the various departments, for signatures for the service providers to get payment for services rendered
• Assist Transport Supervisor with Administrative functions as and when required
• Conduct toolbox talks in the absence of TMC Supervisor.
• Assist the Softs department with the creation of RFQ’s for the various sites
• Assist with print room job requests as and when required 
• Assist with closing of Helpdesk work orders
• Assist with relieving of other Soft Services positions as and when required
• Facilitate the capturing and reconciling of all Transport Dept. invoices, adhering to deadlines for fixed costs
• Check supplier invoices to ensure it complies with all current legislation
• Reconcile all Transport Dept. Creditors invoices for payment as per the agreed payment terms
• Reconcile all Transport Dept. creditors statements and follow up on outstanding invoices
• Ensure the On Key upload template is uploaded into D365 timeously
• Ensure petty card is captured into D365 as and when required 
• Ensure all banking details loaded matches those on the Supplier Invoice and or Statement
• Forward remittances and proof of payments to suppliers once payments have been released

• Operations Skills.
• Technical knowledge of Mail house Activities.
• Leadership Skills.
• Good Communication Skills
• Initiative & Problem Solving Skills.
• Well Developed Report Writing Skills.
• Excellent interpersonal skills
• Attention to detail and strong organisational skills
• Good communication skills
• Ability to display professionalism
• Ability to work under pressure
• Ability to manage more than one situation at a time
• Must be energetic.

• Matric with a valid driver’s licence
• 3 Years’ experience in Mail house Environment & Activities.
• Finance certificate would be an advantage
• Computer Literate: Microsoft Excel, Powerpoint & Word.
• Knowledge of Service Level Agreements.
• Post Office Activities & knowledge of Tariff & Postal System.
• Knowledge of Transport, Mail & Courier Services.
• Knowledge of On Key and D365 system
• Financial background and Cost Control Knowledge.