Fleet Controller

Job description

Job Summary:

Control and manage the import, export and local operational process, from planning, collection through to delivery and invoicing, in accordance to the client’s and Timange’s requirements by using live and accurate data. 

List of Key Result Areas:

• Operational Processes
• Indent Monitoring/ Booking / Data capturing
• Customs Clearing
• Quality Control
• Status Reports and Reporting
• Other Responsibilities 

Operational processes

• Ensure the TMS system is updated timeously and accurately by way of customer allocations and vehicle planning.
• Ensure all incidents are recorded timeously on the complaint’s module.
• Always ensure the highest levels of customer service and attend to client’s requests and queries promptly.
• Ensure drivers adhere to the designated route plans.
• Ensure highest levels of management of Convoy adherence as well as strongest adherence to night / day travel.
• Ensure all Transit targets per route are met and communicate all delays promptly to Management / customers
• Ensure drivers follow the refuelling strategies

 Indent Monitoring/Booking

• Assist clients with any queries related to operations and documentary requirements needed to successfully facilitate the transport process.
• Monitor orders placed until such time as the goods have been confirmed as Stacked or delivered constantly keeping the client updated on the progress. via tracking reports and verbal conversations

Customs Clearing

• Ensuring all custom related documentation / documents for the driver is timeously actioned / processed
• Ensure that the correct documents are handed over to the Customs department to effect customs clearance.
• Follow up with the Customs department until the consignment has been duly released by SARS. Exports: All consignments must be cleared and duly released by SARS for export prior to the containers being delivered into stacks or loads exported out of South Africa
• Obtain release of the consignment from the relevant Shipping Line/ Groupage Operator/Airline/ Agent/ Customer

Transport and Delivery

• Forward a transport booking order to the contracted haulier stipulating the collection and delivery locations, OOG and hazardous details (if applicable), and the agreed rate as well as any special requirements
• Ensure that all relevant hazardous documentation is arranged prior to effecting transport of the material (viz. MSDS, trem cards, dangerous goods declaration, labels, placards, etc.)
• Arrange for the cargo to be delivered in accordance with the client’s clearing instructions/requirements.
• Any service failures / accidents / incidents are to be reported immediately to Management
• All these service failures / accidents / incidents are to be recorded on the TMS complaints module
• Ensure that the proof of delivery and acquittal (where applicable) is received from the nominated haulier for all loads conducted on behalf of customers within the relevant KPI time frame

Quality Control

• Quality checks must be performed on the operations file prior to closing, ensuring that all the relevant documents are kept on file in accordance with the Customs & Excise Act 91 of 1964, as amended and the VAT Act 89 of 1991, as amended.
• Adherence to QMS guidelines in line with the company’s ISO 9001 accreditation is also an essential requirement.

Status Reports/Reporting

• Ensure Road freight tracking reports (where applicable) are sent to the customer daily, until completion of the delivery by no later than 9am.
• Ensure that project reports, where load supervision, inspection or other activities are recorded, are sent to the customer within the same business day or within 24 hours of occurrence of the activity.
• Ensure customers are kept informed of the shipment status at regular intervals

Other Responsibilities

• Maintain confidentiality and exercise discretion when sharing information
• Ensure that your own work area is always kept neat and tidy
• Ensure adherence to the guidelines set out in your employment contract (timekeeping, telephone and internet usage, dress code, etc.)
• Ensure that reports are sent out as per the requirements.
• Perform any other reasonable tasks that may be assigned to you at Management discretion.

Key Performance indicators to be adhered to include:

1.     TMS Accuracy and Liveliness

2.     Daily tracking accuracy and delivery by 8am daily – weekends included

3.     Adherence / Management to Transit SOP

4.     On time arrival for loading and offloading vehicle, no missed loads

5.     Financial revenue maximisation

6.     Ensure a healthy working relationship between yourself, transporters and fellow employees

Skills:

·       High level of computer literacy in MS Office Suite

·       Excellent verbal and written communication

·       Excellent interpersonal skills

Abilities:

·       Ability to work in a team environment

·       Ability to take instructions

·       Ability to give instructions

·       Ability to work under pressure

·       Ability to work to strict deadlines

·       Ability to process information

·       Ability to manage Admin

Attributes:

·       High level of attention to detail                             

·       Excellent team player

·       High levels of energy

·       Must be self-motivated

·       Proactive and methodical

Formal Qualifications and Experience

Matric (Grade 12)

Diploma/Degree in Logistics Management/ Supply Chain Management or relevant Degree

General working knowledge of Customs procedures

Minimum 2-3 years working experience in Freight Forwarding/ Logistics industry

Strong Fleet Management skills ie: Tyre Management , Fleet Maintenance Management , Fuel Management etc..

Strong TMS Understanding