Client Coordinator

Purpose of the Job

The Client Coordinator plays a pivotal role in ensuring smooth operational processes, accurate documentation, and effective communication between internal teams and customers. This position focuses on maintaining service quality, monitoring logistics, and supporting staff development while upholding compliance with company standards, health and safety requirements, and customer expectations.

Key Responsibilities:

Operational

• Ensure Standard Operating Procedures are understood, documented, and consistently applied.
• Maintain accurate filing and administration records.
• Monitor scanning, manifesting, authorising, and dispatching of freight.
• Plan and order vehicles according to operational requirements, ensuring optimal utilisation.
• Process freight accurately and resolve discrepancies within set timeframes.
• Order and maintain adequate stationery supplies.
• Report variances in delivery times (DOT) and turnaround times (TAT).
• Identify operational difficulties and communicate promptly to relevant parties.
• Ensure customer quality reports meet required standards.
• Evaluate service levels and follow up to ensure improvement.
• Liaise with internal departments to coordinate resources and resolve issues.
• Compile daily and monthly operational reports.
• Act on non-deliveries and ensure timely resolution.
• Coordinate RLOG returns and collections, ensuring proof of delivery is accurate and complete.
• Track POD processes, consolidate reports, and maintain historical data access.
• Report shortages or damages daily to branches.
• Maintain handover registers and ensure driver sign-off for PODs.
• Ensure customer satisfaction through proactive communication and issue resolution.
• Liaise with outbound teams to secure sufficient resources.

Staff

• Monitor staff leave, time, and attendance records.
• Support skills development through training initiatives and maintain signed records.
• Identify problem areas and initiate HR processes when required.
• Maintain HR and payroll documentation, including job profiles, competencies, appraisals, and wage records.
• Encourage productivity, reduce overtime, and support staff motivation.

Quality, Health & Safety, and KPI’s

• Ensure customer KPIs are understood, measured, and reported monthly.
• Drive continuous improvement initiatives within operations.
• Take proactive actions to prevent operational issues.
• Maintain compliance with Occupational Health and Safety Act requirements.
• Conduct monthly checks as required and ensure dress code compliance.
• Uphold daily housekeeping standards.

Skills Required:

• Strong communication skills to liaise effectively with internal departments and external customers.
• Proven troubleshooting skills to resolve discrepancies and operational challenges within set timeframes.
• Solid data administration skills to maintain accurate records and ensure easy access to historical information.
• Effective organisational skills to manage multiple tasks, reports, and deadlines simultaneously.
• Analytical skills to evaluate service levels, monitor KPIs, and identify areas for improvement.
• Attention to detail to ensure freight, documentation, and reporting processes are completed accurately.
• Time management skills to prioritise tasks and meet operational deadlines.
• Customer service skills to handle queries, complaints, and delivery delays professionally.
• Intermediate proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Proficiency in logistics systems (Freightware, Embrace)

Minimum Requirements:

• Grade 12
• Degree/diploma in supply chain/logistics field beneficial
• 3+ years relevant experience within the logistics environment based at a clients’ site.
• Intermediate proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Proficiency in logistics systems (Freightware, Embrace)

Disclaimer

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within 4 weeks (28 days) of submitting your application, please consider your application unsuccessful on this occasion.

We appreciate the time and effort you have invested in your application and encourage you to apply for future opportunities that match your skills and experience.

We wish you every success in your job search and thank you for considering our company as a potential employer.

Kind regards,
The Recruitment Team

Work Location: In person