About the position
The Logistics Administrator supports the Head of Department (HOD) for Logistics in Cape Town by providing essential administrative, operational, and analytical support across the region.
This role is critical for:
? Ensuring team leaders are effectively managed and performance is consistently monitored.
? Guaranteeing that operational standards are followed.
? Maintaining efficient, compliant daily logistics execution aligned with the company's Key Performance Indicators (KPIs).
The Administrator's contribution maintains operational discipline, drives data accuracy, and enables the HOD to scale and improve the region's overall performance.
A. Operations Administration
? Maintain and update all logistics operational sheets, trackers, and databases (e.g., LS Master Centre, driver lists, trip/route audits, employed driver KPIs).
? Assist the HOD with the preparation of daily, weekly, and monthly reports.
? Ensure all operational documentation is accurate, up-to-date, and easily accessible.
? Track driver and Logistics Specialist (LS) attendance records and escalate discrepancies promptly.
? Support shift scheduling processes, ensuring all schedules are properly documented and communicated.
B. Compliance & Auditing
? Conduct daily operational audits on:
? Trip performance and grouping efficiency.
? Late trips and no-shows.
? Driver communication and adherence to protocols.
? Application usage (company platform).
? Maintain detailed logs of audit findings and escalate recurring patterns or violations.
? Assist in ensuring all Logistics Specialists and team leaders adhere to company SOPs, KPIs, and compliance requirements.
? Support the HOD in conducting spot checks and preparing investigation reports.
C. Team Leader Support
? Assist in monitoring team leader performance and ensuring their deliverables are met.
? Ensure team leaders are enforcing discipline, SOPs, and execution standards within their teams.
? Consolidate information received from team leaders into clear, actionable summaries for the HOD.
? Track and ensure the timely execution of follow-ups assigned to team leaders.
D. Communication & Coordination
? Serve as the central communication link between team leaders, LS teams, HR, Compliance, and Fleet as required.
? Disseminate updates, announcements, and policy changes to the team efficiently.
? Assist in coordinating training sessions, refreshers, and briefing sessions.
? Ensure team leaders are aligned on daily operational priorities and changes.
E. Performance Monitoring & KPI Tracking
? Track all LS KPIs, including:
? Grouping %
? Cost per head
? Occupancy
? On-time performance
? Driver acceptance and execution rates
? Prepare KPI dashboards with clear insights and flag areas of underperformance.
? Assist the HOD in implementing corrective action plans for underperforming LS or teams.
F. Problem-Solving & Issue Management
? Assist team leaders with resolving complex or escalated operational issues.
? Prepare briefing documents and summaries for the HOD regarding operational incidents.
? Identify recurring bottlenecks in workflows and propose targeted improvements.
? Maintain a detailed log of complaints, resolutions, and outstanding items.
G. HOD Support
? Provide direct administrative, operational, and organisational support to the HOD.
? Assist with the planning of departmental initiatives, restructures, or new process implementations.
? Prepare documentation for meetings, reviews, and HOD reports.
? Follow up on the HOD's instructions and ensure completion by all relevant parties.
Technical Skills
? Strong proficiency in Google Workspace (Sheets, Docs, Drive, Gmail, Spaces).
? Intermediate to advanced Google Sheets skills (formulas, data tracking, and auditing).
? Sound understanding of logistics, scheduling, and operations environments.
? Experience in compliance, auditing, or quality control is highly advantageous.
? Ability to read, interpret, and generate insights from operational KPIs.
Soft Skills
? Extremely organised and highly detail-oriented.
? Strong written and verbal communication skills.
? Ability to work effectively and resiliently under pressure in a fast-paced environment.
? Proactive, solution-oriented, and excellent follow-through with accountability.
? Ability to maintain strict confidentiality and handle sensitive information with maturity and professionalism.
? 1-3 years of experience in an administrative, logistics, operations, or auditing role.
? Experience working in transport, Business Process Outsourcing (BPO), or logistics environments is advantageous.
? Matric required; a relevant diploma/degree (Operations, Logistics, or Business Administration) is beneficial.
? Experience supporting senior managers or department heads is beneficial.
? Accuracy and timeliness of all reporting.
? Volume and quality of audits completed per day/week.
? Effective and timely follow-through on tasks delegated by the HOD.
? Clarity and speed of communication with team leaders and logistics teams.
? Reduction in avoidable errors or operational gaps (e.g., late trips, ungrouped trips, audit failures).
? Organisational efficiency improvements implemented within the department.
? Stable, calm, structured, and disciplined work approach.
? Strong sense of ownership and accountability.
? Reliable, 'second-in-command' style personality.
? Trustworthy and capable of handling sensitive feedback and operational issues.
? Passionate about order, accuracy, and operational excellence.
? Monday to Friday (standard office hours).
? Flexibility is required for after-hours coordination or urgent operational events.
? Occasional weekend involvement may be required depending on operational events.
Desired Skills:
- Excel Advanced
- Data Analysis
- Administrative Duties
- Reporting
