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Administration Assistant

Job Description

Primary Purpose:

Provide effective administrative and financial support for marine operations and transport services.

Key Responsibilities include but are not limited to:

• Accurately record daily launch and service activities including trips completed, client/vessel reference and time to support operational reporting.
• Process trip sheets and service records and ensure they align with supporting documentation before invoicing.
• Maintain an organised filing system to ensure information can be easily accessed when required.
• Maintain accurate audit trails for all financial documents, including invoices, credit notes, debit notes, and supplier invoices.
• Handle customer, pricing and vendor information confidentially and in accordance with company requirements.
• Capture, update and maintain customer, vendor and service/job data in Acumatica accurately and within required timelines.
• Monitor data quality, identify errors, correct inaccuracies promptly, and escalate recurring system or data issues.
• Provide professional and responsive support to internal stakeholders as well as external customers and vendors.
• Record, track and follow up on queries to ensure timely resolution or appropriate escalation.
• Support the credit application process by coordinating required documentation and following up on outstanding information.
• Build effective working relationships and contribute positively to teamwork and communication within the office
• Manage petty cash responsibly where applicable, ensuring proper documentation and reconciliation.
• Prepare monthly revenue reports and related supporting schedules, ensuring accuracy and completeness.
• Reconcile accounts and resolve billing/processing variances by checking source documents and liaising with relevant stakeholders.
• Plan and prioritise workload to meet daily processing requirements and month-end deadlines.
• Demonstrate accuracy, attention to detail and accountability, escalate risks, bottlenecks or errors early.

Minimum Requirements:

• NQF Level 3 (NSSCO) or NQF Level 4 (NSSCAS).
• A Diploma in Business Administration, Accounting, Bookkeeping, Logistics or a related field would be an advantage.
• 3 years’ experience in administrative support with exposure to financial administration (invoicing, purchase orders, supplier invoice processing and basic reconciliations).
• Experience in a service-based environment (marine, logistics, transport or similar) would be an advantage.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience using Acumatica (or similar accounting/ERP system) would be an advantage.

Click here to apply

Transport Coordinator

Job Description

Primary Purpose: 

To ensure efficient, compliant and customer-focused execution of daily transport operations by coordinating truck movements, monitoring delivery progress, and ensuring accurate documentation and effective use of transport systems.

Key Responsibilities includes but is not limited to:

• Coordinate and manage daily transport operations to ensure smooth execution of planned work.
• Allocate/dispatch loads and instructions to drivers timeously in line with the daily plan and customer requirements.
• Monitor truck movements and delivery progress through fleet tracking and direct driver engagement; take corrective action to protect service levels.
• Maintain regular communication with drivers regarding schedules, changes, delays, diversions, and site-specific instructions.
• Confirm delivery site readiness (access, positioning space, and safe operating conditions) to prevent failed deliveries; support site inspections where required.
• Handle customer delivery queries and concerns promptly and professionally; escalate complex issues to the Operations Manager.
• Ensure operational documentation is completed, accurate, and submitted within required timelines.
• Receive, review, and distribute trip documentation (trip sheets, weighbridge slips, fuel slips, and gate-in/gate-out slips) to Admin for capturing and processing.
• Ensure daily vehicle inspection checklists are completed by drivers and any defects are recorded and escalated.
• Use fleet tracking tools to monitor vehicle location, movement, and exceptions (delays/route deviations) and communicate actions required.
• Support fuel management controls by verifying fuel usage documentation and highlighting anomalies for investigation.
• Maintain accurate daily logs and operational data to enable reporting of key KPIs (e.g., OTIF, turnaround time, kilometres, utilisation, failed deliveries, document turnaround).
• Build and maintain effective working relationships with drivers, customers, and internal stakeholders to support service delivery.
• Provide clear operational instructions and updates to drivers to ensure understanding of requirements and changes.
• Coordinate the utilisation of fleet resources (vehicles and drivers) in line with the daily plan and operational priorities.
• Confirm vehicles are fit for purpose prior to dispatch by ensuring inspections are completed and defects reported.
• Escalate maintenance issues/faults to the Operations Manager and support planning around downtime and replacement requirements.
• Support basic workforce/operational planning by flagging capacity constraints, peak demand, and resource conflicts.
• Provide day-to-day operational direction to local, national and side loader drivers to enable safe, consistent delivery execution.
• Promote professional conduct, teamwork, and customer service standards during daily operations.
• Escalate performance, conduct, or safety concerns observed during operations to the Operations Manager for intervention.

Minimum Requirements:

• NQF Level 6 Diploma in Transport and Logistics (or related field)
• NQF Level Seven (7) Qualification – Bachelor’s Degree in Transport and Logistics will be an added advantage
• Minimum three (3) years’ experience in a similar transport coordination/dispatch role, preferably within logistics and transport operations
• Computer literacy and proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Experience with SeeTrack and Fleet Manager systems will be an added advantage
• Valid manual code 8 driver’s license

Click here to apply

Business Transformation Manager

Job Description

Primary Purpose: 

Ensure that new processes, technologies or structures are adopted smoothly to achieve business goals. To develop communication plans, assess impact, train employees, and mitigate resistance.

Key Responsibilities includes but is not limited to:

• Create comprehensive plans for implementing changes, including stakeholder analysis and communication strategies.
• Leading and supporting organizational change initiatives, facilitating the implementation of investment decisions and ensuring smooth transitions during implementation, process or technology changes.
• Fostering a high-performance culture and outward mindset of business excellence throughout the organization of continuous improvement and innovation with the customer as the core focus.
• Measuring the successful implementation of strategic goals and objectives by monitoring key performance indicators (KPIs).
• Implementing solutions to enhance efficiency, reduce costs, and improve customer satisfaction.
• Identifying and implementing industry best practices to ensure that the organization is operating at optimal level. [Focus is project related] 
• Identifying areas for improvement, analysing processes, and implementing solutions to enhance efficiency, reduce costs, and improve customer satisfaction.
• Analyze how changes affect personnel, technology, and business processes to identify potential risks and resistance areas.
• Develop training programs and support mechanisms to enable employees to thrive in the new environment.
• Track adoption metrics and KPIs to measure success and make adjustments post-implementation.
• Equip leaders and managers to act as change agents and effectively lead their teams through transitions.
• Effectively assist to identify resource requirements, like budget, staff, and technology to support the achievement of strategic goals and KPI’s.
• Assist to draft and guide business and investment plan development through a pre-defined process and framework.

Minimum Requirements: 

• NQF Level 8 Qualification in Business Administration, Management, Logistics, Information Systems or relate field
• NQF Level 9 Qualification in Business Administration, Management, Logistics, Information Systems or relate field will be a distinct advantage
• Minimum fifteen (15) years’ work experience in business environment with preference given to Logistics Industry
• Minimum five (5) years’ work experience in similar position 
• Certifications that will be a distinct advantage: Prosci or similar, Agile / Scrum or similar, Project Management or similar as well as Quality Management Systems (ISO or similar)
• Demonstrated leadership, communication, management competencies

Click here to apply

We wish you all the best with your applications