Hub Coordinator

Purpose of the Job

The Hub Coordinator ensures the effective coordination of freight movement and documentation by working extensively with operational systems such as Freightware/V7 for freight capturing and allocation, and eDocs for Proof of Delivery (POD) scanning and archiving. The role involves preparing manifests, dispatch documentation, and operational reports, while verifying driver packs, processing PODs, and maintaining structured filing systems.

Key Responsibilities:

Hub Coordination

• Coordinate daily hub functions, ensuring accurate capturing of ad hoc, cross‑dock, and internal freight.
• Record customer collections and allocate freight correctly within the Freightware/V7 system.
• Prepare manifests and dispatch documentation for outgoing freight.
• Request new Delivery Point (DP) codes when required.
• Compile and distribute operational reports to relevant stakeholders.
• Maintain structured filing systems for operational documentation, ensuring completeness and accuracy.

Driver Debriefing

• Receive and verify driver document packs upon return from deliveries.
• Validate Proof of Deliveries (PODs), identifying shortages, damages, or discrepancies.
• Escalate discrepancies to relevant senior staff.
• Capture PODs accurately using correct debriefing reason codes.
• Verify returned documentation against dispatch records.
• Check customer documentation for completeness and process returned goods documentation.
• Compile and distribute debrief packs, ensuring all activities are completed within operational timelines.

Proof of Delivery Coordination

• Capture, scan, and archive PODs into eDocs.
• Maintain both electronic and manual POD filing systems.
• Retrieve PODs promptly for customer queries and investigations.
• Ensure PODs are available within agreed turnaround times.
• Report missing PODs and unresolved discrepancies.

Freight Coordination

• Capture freight movements accurately and within required timeframes.
• Process freight received from all operating divisions.
• Compile freight reports and communicate status updates to relevant departments.

Customer Service Support

• Handle customer and branch enquiries professionally.
• Respond to operational queries and escalate unresolved concerns.
• Provide support to operational staff and maintain professional customer relationships.

Operational Support

• Prepare operational reports and maintain accurate records.
• Support warehouse coordination and operational projects.
• Maintain department stationery and filing systems.
• Assist with operational tasks as required.

Compliance

• Adhere to Company Standard Operating Procedures (SOPs).
• Ensure compliance with ISO 9001 Quality Management System requirements.
• Follow Health & Safety legislation and company standards.
• Maintain housekeeping standards and wear prescribed PPE.
• Safeguard confidential company and customer information.

Minimum Requirements:

• Grade 12
• 3+ years’ experience in hub coordination and debriefing within an logistics/ transport environment.
• Intermediate proficiency in Microsoft Office Suite, including Excel for reporting, Word for documentation, and Outlook for professional communication.
• Proficient use of Freightware/V7 system to capture freight movements, customer collections, and Proof of Deliveries accurately.
• Competence in eDocs scanning and archiving to maintain electronic records and retrieve PODs for customer queries.
• Ability to generate operational and freight reports using system tools and MS Excel to support decision‑making.

Skills Required

• Strong communication skills to liaise effectively with drivers, customers, and internal departments.
• Proven troubleshooting skills to resolve discrepancies in PODs and freight documentation.
• Solid data entry skills to capture freight movements and PODs accurately.
• Organisational skills to maintain filing systems and operational records.
• Analytical skills to compile operational and freight reports.
• Customer service skills to handle queries and maintain professional relationships.

Personal Attributes

• Reliable
• Detail‑oriented
• Proactive
• Customer‑focused
• Organised
• Team‑oriented

Knowledge

• Knowledge of Freightware/V7 systems for freight capturing and POD processing.
• Knowledge of Proof of Delivery processes including scanning, archiving, and retrieval.
• Knowledge of ISO 9001 Quality Management requirements.
• Knowledge of Health & Safety legislation and company compliance standards.
• Knowledge of operational reporting and freight documentation procedures.

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