Operations & Documents Coordinator

SUMMARY:
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POSITION INFO:

Overview: 

We are seeking a detail-oriented Operations & Documentation Coordinator to support our heavy-haulage operations, moving construction machinery from Durban Port to customer sites using tractor and lowbed trailer combinations. Most loads are abnormal loads that require a permit for every trip. The role ensures that every trip has the correct documents, permits and bookings in place, that every completed trip is passed to Finance with full supporting documents for invoicing, and that all vehicle and driver documents remain valid. 

Responsibilities: 

• Apply for abnormal load permits for every trip through permit agents, and ensure drivers carry the correct permit (original where required). 

• Book escort / pilot vehicles where the permit requires them. 

• Keep the Abnormal Vehicle (AV) registration of each truck-trailer combination valid. 

• Check permit agents' and escort providers' invoices against official receipts before submitting them for payment. 

• Turn the client's delivery requests into a daily / weekly transport plan and keep the client informed of the plan and any delays. 

• Confirm that each planned trip has a permit, port booking, escort and valid vehicle and driver documents before it is released, working with the Fleet Supervisor, who decides vehicle and driver allocation. 

• Obtain release / collection documents from the client for each unit and make Truck Appointment bookings with the terminal. 

• Manage port access permits for vehicles and drivers (TNPA permits, Transnet DTMS registration). 

• Ensure loading condition photos and the signed Proof of Delivery (POD) are collected for every unit. 

• Prepare the billing pack for each trip (signed POD, unit model and serial number, route, agreed rate) and submit it to Finance for invoicing. 

• Track client prepayments and receipts against completed trips, reconcile with the client monthly and follow up on differences. 

• File PODs and supporting documents so that Finance and auditors can trace every invoice to a completed trip. 

• Maintain a register of expiry dates and renew on time: licence discs, roadworthy certificates, operator cards, AV registration and insurance, plus drivers' PrDPs, medical certificates and port permits. 

• Handle the paperwork for accidents, breakdowns, traffic fines (AARTO), overload penalties and insurance claims (on-site handling is done by the Fleet Supervisor). 

• Keep a trip log (trips, permit and escort costs, delays) and prepare a monthly operations report. 

• Travel regularly to Durban Port and the KZN permit office as required. 

• Phase 2 (when cross-border operations start): manage cross-border permits (C-BRTA), customs transit documents and permits for Zimbabwe and Zambia. 

 
Minimum Requirements: 

• Higher Certificate or Diploma (NQF level 5 or above) in logistics, supply chain, freight management, business administration or a related field. 

• At least 2 years' experience in freight documentation, transport operations or a clearing / forwarding environment. 

• Fluent written and spoken English. 

• Strong Excel skills and accurate record-keeping. 

• Valid South African driver's licence (Code B) and ability to travel to the port and government offices. 

• Experience with abnormal load permits (TRH11, provincial permit offices) or heavy-haulage operations will be advantageous. 

• Experience with Durban Port collection processes (Transnet Port Terminals, truck appointments, DTMS) will be advantageous. 

• Proficiency in Mandarin Chinese (spoken and written) will be advantageous, as the role involves daily communication with management. 

• Detail-oriented and well organised, able to handle several trips at the same time and stay calm under time pressure. 

• Willingness to work normal office hours, with occasional early, late or weekend work when port or permit timing requires it.