Transport Supervisor

Boardroom Appointments; Polokwane; On-site; ZAR 180,000 - 320,000; Full time

Job summary

Boardroom Appointments in Polokwane seeks a Transport Coordinator to manage vehicle allocation, loading, dispatch and route planning, ensuring on-time departures and accurate records.

You will handle key control, pre/post-trip inspections, and maintenance reporting, coordinating with drivers and maintenance teams to uphold safety standards and service levels.

Attention to detail and strict adherence to SOPs are essential to deliver reliable transport services in this role.

Qualifications

• Proficiency with administrative forms and processes within the transport function.
• Ability to apply health and safety procedures in daily tasks under guidance.
• Familiarity with vehicle loading, dispatch, and route planning procedures.
• Awareness of hazard identification and risk mitigation in transport operations.
• Understanding of departmental procedures and service delivery.
• Ability to follow documented SOPs and maintenance reporting requirements.

Responsibilities

• Vehicle Allocation and Loading: allocate vehicles according to load requirements and utilize resources efficiently.
• Dispatching: ensure on-time dispatches and correct vehicle per specification.
• Route sheets: verify accuracy and submit per C-Track procedure.
• Vehicle key control: manage keys and ensure complete manifest and registration daily.
• Vehicle inspection: ensure pre-trip and post-trip checks and report defects via ACCESS.
• Vehicle maintenance: keep records, report issues, and coordinate with maintenance.
• Tracking: monitor vehicles on route and ensure accurate movement reports.
• Documentation: maintain route sheets, movement reports, and related records.
• Safety and compliance: ensure COFs are current and tyres/maintenance meet policy.
• Team coordination: communicate SOPs to staff and supervise training needs.
• Emergency handling: manage breakdowns/accidents per procedures and insurance notification.

Skills

Forms completion

Administrative procedures

Health and safety awareness

Hazard identification

Department procedures

Service understanding

Customer service awareness

Risk awareness

Documentation control

Vehicle/transport knowledge

Tools

C-Track

ACCESS system

Netstar

Job description

• Able to complete forms related to own working area
• Can complete administrative procedures with necessary directions and systems at disposal
• Able to apply basic health and safety procedures relevant to own work functions under direct supervision
• Able to identify hazards and deal with it with direct instructions / guidance in place
• Understands administrative procedures in own department
• Has an understanding of the services that the organization provides
• Knows which services are targeted at which customer
• Understands the importance of health and safety
• Knowledge of basic health and safety procedures applicable to own job functions
• Is able to accept basic risks related to own function
• Can identify the outcome of basic risks taken with guidance
• Displays sporadic ability to measure risks in certain situations

Responsibilities

• Vehicle Allocation and Loading
• To ensure that vehicles are correctly allocated according to the load requirement sensible utilization.
• Dispatching
• Ensure the vehicles are dispatched on time.
• Ensure vehicles are allocated as per specification
• Ensure that route sheets are correct and submitted in accordance to C-Track Procedure.
• Ensure all the drivers sign for vehicle key and that the Vehicle Key Register is 100% completed daily and that vehicle Key allocation corresponds with the actual Vehicles allocated as per Transport Planning Board.
• Ensure all vehicles are properly checked out and that the Vehicle checked out book is completed with full detail referring to all marks and dents on vehicles and are clean before departure.
• Vehicle Key control
• To ensure that all keys are properly controlled and access to vehicles restricted.
• Ensure on departure the following items are in place.
• Key, Check list book, Manifest, Trolley, gate pass or manifest, seal, lock and crew and to ensure that a complete Tout control has been done and captured on ACCESS.
• Ensure that Return Procedure is in place check in, Vehicle cleaned, filled with diesel, parked and locked.
• Vehicle Inspection
• Pre-trip and post-trip vehicle inspections are carried out by the drivers, in order to identify any electrical or mechanical defects that needed to be action immediately and captured on the Vehicle Maintenance Report on ACCESS.
• Vehicle Housekeeping
• Ensure vehicles are clean at all times and that all equipment needed to clean the vehicles is in place.
• Vehicle Roadworthy
• Ensure all vehicles are roadworthy and the following are in place, Valid license disc and COF.
• Attend to any mechanical matters immediately.
• Vehicle Tracking
• Ensure all correct care is taken in regards to tracking and monitoring of all vehicles on route.
• The following documentation must be in place - Route sheet, C-track movement report, Control room schedule and daily route plan.
• To ensure that all C-Track voice/other units are working and that all the required phone numbers are loaded onto each vehicle.
• To ensure that bookings of faulty units are made immediately with Netstar on order to be repair asap.
• Vehicle breakdowns & Accidents
• Vehicle breakdowns and accidents must be handled efficiently to prevent failed deliveries and stock losses.
• Ensure that breakdown forms are completed and captured on ACCESS with all relevant cost once received from Admin.
• Investigate all accidents and complete accident form and insurance forms.Accidents to be handled as per procedure notification to Insurance within 24 hours.
• To ensure that Vehicle Accident Steering Committee are held and that all relevant information has been send through to Value Sure in order to obtain a claim number.
• To ensure that vehicle are send for a quote and these quotes sent to the relevant parties immediately no delays.
• To ensure that vehicle went in for repair once the quote has been authorized and to ensure that the loan form for the recovery went through to
• Vehicle Services & COFs
• Ensure all services are correctly booked.
• Ensure that COFs are done 3 months before expiry date.
• Tyre Maintenance
• Ensure all procedures are followed at all times when there is a break down.
• Ensure that vehicle tyres survey is done monthly
• Access Report
• Complete Truck Rental report
• Complete vehicle maintenance and follow up.
• Complete the Tout Control
• Daily Full Trip Details.
• Daily Fuel Consumption Report.
• Daily Productivity Report.
• WIP Report Vehicle Report
• Vehicle in workshop Report
• Fuel usage allocation
• Daily dip Bowser
• Weekly Fuel Consumption
• Service and COF Report
• Ensure ongoing Training is carried out on an ongoing basis, including Drivers and Crew.
• Book Specific Training with DTA
• Ensure all Staff reporting to you in the Transport Department have a Job Description, know
• the SOPs for their job function and adhere to these.
• Ensure all Overtime is duly investigated and taken for authorization and signed off and submitted timeously.