Permanent - Supply Chain Coordinator - Elandsfontein - South Africa

Job Purpose

Responsible for analysing, control and optimising of transportation, processes, related systems that’s supports the overall efficient movement of goods. This includes supporting procurement on inbound transportation, planning of CDC Yard schedule and the overall outbound of all finish goods.

Key Performance Areas

Transport Analysis And Control 

Responsible for analysing, control and optimising of transport processes that enables the efficient movement of goods physically and through system in a cost-effective manner.

• Contributes to creating and recommending strategic & operational plans and reviews in order to achieve transportation objectives and budget
• Plan, co-ordinate and monitor the offloading and loading of all vehicles
• Ensure efficient and effective planning of Yard schedule
• Ensure the relevance and accuracy of all documentation relating to goods dispatched.
• Continuously liaise with transport partners in terms of daily planning and deliveries.
• Collect, analyse, and interpret data related to transport operations, including route efficiency, fuel consumption, delivery times, and costs.
• Develop and maintain transportation metrics and KPIs to track performance
• Evaluate the performance of transport vendors and carriers, ensuring they meet service level agreements (SLAs) and cost targets.
• Host monthly review to ensure service level agreements (SLAs) are being maintained.
• Assist in negotiating contracts with carriers and suppliers based on performance data
• Manage all claims and incidents according to policy

System And Process Optimisation 

• Constant review, analyse and optimisation of transport, material handling and system processes to optimise flow
• Analyse current transportation processes and recommend improvements to increase efficiency and reduce costs.
• Work closely with the warehouse and sales teams to implement process changes.
• Conduct cost-benefit analyses on transport initiatives and projects.
• Monitor transportation expenses and identify opportunities for cost savings
• Analyse routing data to identify the most efficient routes and delivery schedules.
• Raise and support all Transport Non- compliance requests (NCR’s) to completion
• Up to date systems with all NCR’s resolved
• Immediate escalation of uncontrolled costs or process that might harm the business or relevant Transport partner

Customer Service

• Working with customers & stakeholders to resolve any issues related to transport, ensuring that service level agreements (SLAs) with stakeholders are met or exceeded.
• Maintains effective working relationships with customers (both internal and external) towards rendering highest quality of services.
• Resolve all customer complaints promptly and provide feedback.
• Represents AutoX in meetings with relevant stakeholders.
• Collaborate with customer service teams to analyse and improve delivery performance and customer satisfaction.
• Address and resolve transport-related customer issues based on data insights
• Visit customers to understand and support on their loading and offloading constraints
• Resolve all customer complaints related to Transport
• Visit key customer annually with sales team.
• Provide updates to CIC on route delays

Compliance

• Operate and manage operations team and facilities in an environment where we comply with all rules and regulations, be that company or legal requirements.
• Ensuring Transport comply with all relevant laws and regulations, including OSHA standards.
• Developing and enforcing safety protocols to prevent workplace accidents and injuries.
• Implementing emergency procedures and ensuring staff are trained to handle emergency situations.
• Develops and maintains a quality assurance and improvement program that covers all aspects of the policy and risk activity.
• Identifies and monitors departmental risks and develop and maintain a risk register.
• Ensures that all action plans are in place to address internal and external audit findings and monitor progress against these plans.
• Ensures compliance with relevant legislation and policy frameworks within functional area to prevent fruitless, wasteful and irregular expenditure.
• Act as the custodian of the company values and organisational culture within the function
• Ensure all current labour related legislation is adhered to and communicated to whole transport team
• Contribute to the development and review of relevant company compliance and governance policies
• Ensure Transportation processes meet legal requirements and compliance standards
• Ensure the integrity of all internal & external Transportation reporting
• Lead the operations compliance with relevant related government laws and regulations through detailed reports
• Assess the division to determine compliance risk
• Regularly audit company procedures, practices, and documents within area of responsibility to identify possible weaknesses or risks
• Create and manage effective action plans in response to internal audit and compliance findings and / or violations
• Ensure that all employees within the Transport team are educated on the latest regulations and processes that applicable to them
• Resolve employee concerns about legal compliance or seek assistance and expert advice from within the organisation as well as externally
• Policies and procedures developed and implemented according to legislation and regulations
• SHEQ risk prevention activities in place, measures and resolved.
• Process & activities in place to address audit findings
• Zero fines &/or penalties
• Zero internal &/or external audit findings
• All related policies and procedures are developed and implemented.
• Total Environmental compliance and adherence.
• Maintain Quality (ISO Standards) and Environment Health & Safety Standards
• Observe and ensure all staff comply with the provisions of all labour legislation
• Ensure adherence to the Group Code of Ethics, Values as well as Unwritten Ground Rules (UGR’s)
• Identify and monitor risks within own department and area of responsibility as well as company-wide Supply Chain risks

Reporting

• Continuous reporting on activities and progress to support the business development and objectives
• Together with Finance, ensure that the correct billing processes are implemented (invoicing and payment).
• Identifying areas to reduce costs without sacrificing efficiency or safety.
• Managing investments in warehouse equipment and technology.
• Contributes to the budget preparation process.
• Ensures the effective, efficient, economical and transparent use of financial and other resources.
• Monitors expenditure against budget and ensures spending occurs within budgetary limits.
• Waste prevented and expenditure minimized
• Promote and communicate the effective, efficient, economical, and transparent use of financial and other resources
• Approve purchases in line with company authorization levels and ensure compliance to all Purchasing Standards
• Find cost-effective solutions for Transport processes or optimise customer service
• Availability of documentation and records.
• Prepare detailed reports and presentations on transport performance, identifying trends, issues, and areas for improvement.
• Provide regular updates and reports to management on transport operations
• Report on Cost per unit as a basis to budget and escalate any deviations
• Daily report: Summarize daily transportation activities, including routes completed, delivery times, and any issues encountered.
• Record any delays, accidents, or incidents that occurred during transit.
• Monitor and report on deviations of all vehicles and shipments.
• Track key performance indicators (KPIs) such as on-time delivery rate, fuel consumption, vehicle utilization, and driver performance.
• Provide insights on transportation costs, efficiency, and areas needing improvement.
• Vehicle Maintenance and Inspection Reports: Liaise with Procurement and document the condition of vehicles and ensure regular maintenance and inspections are conducted.
• Report any breakdowns, repairs needed, or parts replaced to ensure vehicle safety and compliance.
• Compliance and Safety Reports: Ensure that all transportation activities comply with relevant regulations, such as health and safety, environmental standards, and legal requirements.
• Report on driver hours, adherence to safety protocols, and any violations.
• Incident and Accident Reports: Compile detailed reports on any accidents or incidents involving vehicles, including causes, actions taken, and preventive measures.
• Coordinate with finance regarding insurance claims and law enforcement when necessary.
• Cost and Budget Reports: Monitor transportation expenses, including fuel, maintenance, tolls, and driver wages.
• Prepare reports on budget utilization and cost-saving opportunities.
• Customer Feedback and Service Reports: Report on service quality and any corrective actions taken to address customer complaints.
• Periodic Summary Reports: Prepare weekly, monthly, or quarterly summary reports for management to provide a comprehensive overview of transportation activities, challenges, and achievements.

Qualifications

• Must have a Diploma in Logistics, Operations, Supply Chain, Business, or similar field (NQF 7).

Experience

• 3-5 years’ experience in Warehouse or Supply Chain environment of which 3 years should be at Senior Management level.

Technical Competencies
(Knowledge/Systems/Legislation)

• Proficiency in data analysis tools (e.g., Excel, SQL, Power BI, SAP), Transportation management system (TMS).
• Clear understanding of Warehouse management system (WMS)
• Knowledge of Warehousing and Distribution processes and procedures.
• Solid understanding of transport operations, logistics processes, and supply chain management.
• Financial acumen
• Computer Literacy (MS Office Suite; SAP, ERP Systems, and job-specific software systems).
• Knowledge of relevant Business Processes
• Knowledgeable in Material Resource Planning (MRP)
• Project Management
• Vendor Management
• Demonstrated use of performance metrics to measure the effectiveness of the supply chain