The Warehouse Operator is responsible for ensuring accurate pricing for new transport business through effective coordination with Third-Party Service Providers (3PSPs), while maintaining organized and compliant distribution documentation.
Key Accountabilities
Pricing
- Provide timely and accurate quotations for new transport business.
- Coordinate with 3PSPs to validate rates, capacity, and lead times.
- Review cost inputs to prevent pricing errors and protect margins.
Documentation Handling
- Ensure drivers submit complete, signed PODs and invoices, and verify all handover forms.
- Track POD submissions, identify delays, and escalate non-compliance.
- Review PODs, resolve incomplete/disputed records, and oversee timely closure.
- Enter delivery data into the system and verify record completeness.
- Scan and upload signed PODs for audit-ready retrieval.
- Address documentation queries from internal teams and clients.
- Maintain organized hardcopy and electronic archives with proper backup.
- Conduct routine audits to identify compliance risks and documentation gaps.
- Implement corrective actions for missing or incomplete PODs.
Reporting
- Submit daily reports on outstanding PODs.
- Provide daily updates to TSPs on pending deliveries.
- Submit weekly POD summary reports with scanned copies to clients.
- Generate weekly KPI reports on delivery and POD performance.
- Forward monthly billing reports to Finance for invoicing.
- Prepare POD records for audits and client inspections.
Safety, Health, Environment & Quality (SHEQ)
- Follow SOPs for safe documentation practices.
- Report non-conformances and assist with corrective actions.
- Verify shipment condition and escalate damage concerns.
- Ensure PPE compliance and assist with safety briefings.
- Report unsafe equipment handling and maintain clean documentation zones.
- Guide drivers during docking and support safe vehicle maneuvering.
- Assist in training new staff on documentation and safety procedures.
Communication & Collaboration
- Communicate clearly to support on-time, complete deliveries.
- Respond promptly to client queries and resolve delivery issues.
- Build positive relationships with internal teams and TSPs.
- Assist supervisors in organizing workflows and meeting daily goals.
- Participate in training and follow assigned task schedules.
Requirements
- O-Level or equivalent qualification.
- BA/BSc/HND qualification is an added advantage.
- Essential: Experience in document filing, archiving, or logistics documentation.
- Strong attention to detail and analytical skills.
- Team-oriented with cross-department coordination ability.
- Proficient in Microsoft Office (Excel, Word, Outlook) and transport software (e.g., SOLOPLAN, Telematics).
