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