Purpose of the Job

The Operations Supervisor is responsible to oversee all daily operational requirements and processes to ensure all customer requirements are met. The role ensures that all operational resources (staff, vehicles, equipment and third-party services) are planned, allocated and monitored according to bookings and customer expectations. This role is critical to ensure customer retention and business growth by maintaining operational efficiency and service excellence.

Key Responsibilities

Operational Planning and Coordination

• Ensure daily operational requirements and resources are in place according to bookings and customer requests
•  Allocate vehicles, cranes and crews in line with operational schedules
• Arrange additional drivers and crew via the TES procedure when required
• Conduct daily rollcall at all operational sites
• Ensure all loads are secured, compliant and ready for dispatch (Attention to detail)
• Dispatch vehicles to site and monitor progress throughout the day
• Communicate delays proactively to customers and management
• Maintain daily on-time delivery performance and reporting
• Ensure on-time collections of vehicles and equipment are completed
• Ensuring that the driver is furnished with all necessary documents to ensure successful delivery

Fleet and Equipment Control

• Coordinate vehicle servicing and workshop bookings with relevant service providers
• Ensure vehicles are sent to the workshop on the scheduled date (or the day before where possible)
• Follow up on vehicles at the workshop and report delays or concerns
• Ensure vehicles due for COF and licensing are included in the workshop report and attended to timeously
• Update weekly vehicle kilometre reports, COF expiry dates and previous service details
• nsure vehicle condition is monitored daily (tyres, water, oil and general reliability)
• Ensure vehicles are available and fit for purpose according to customer operational requirements
• Ensure that when a vehicle is delivered to workshop, another vehicle is collected the same time, if any way possible
• Ensure the availability of vehicle with the correct customer requirements
• Ensure that vehicles are checked as per Value requirements and tools are registered

Reporting and Debriefing

• Ensure thorough debriefing is conducted according to the debriefing procedure
• Ensure operational performance reporting is completed and submitted daily to management
• Ensure WIP and workshop reports are managed and updated in totality

Breakdown and Incidents

• Ensure breakdown procedures are followed as well as correct escalation and communication
• Ensure all incidents are reported and recorded, including insurance-related matters
• Support investigations and corrective actions where required

Customer Service and Client Relationship Maintenance

• Ensure customer satisfaction and service excellence on a daily basis
• Resolve operational queries and challenges efficiently and timeously
• Investigate customer complaints, implement corrective action, and provide feedback
• Maintain strong professional relationships with customers to support retention and growth
• Ensure customer service levels are consistently achieved in line with company standards

Staff Supervision and Performance Monitoring

• Supervise staff daily and ensure duties are executed effectively
• Ensure optimal staff utilisation and productivity across operations
• Promote teamwork, positive communication and discipline within the department
• Ensure staff comply with company policies, SOPs and dress code requirements
• Monitor performance and take corrective action where required
• Ensure training and development is conducted to enable staff competency and compliance
• Ensure staff medicals remain updated and valid
• Ensuring constant motivation of all staff within the department

Compliance, Procedures and Housekeeping

• Ensure all company policies and cartage procedures are implemented and adhered to
• Enforce compliance with Value processes, SOPs and audit requirements
• Maintain high housekeeping standards across the branch and operational sites
• Ensure accurate record keeping and filing is maintained for operational activities
• Ensure all required contracts are issued, completed, signed and filed correctly
• Ensure contracts are closed off and filed by month-end

General Duties

• Assist with any other additional tasks or duties that are reasonably requested by management. These tasks will be
  within the scope of your capabilities and aligned with the overall objectives of the organisation

Ensure that the following company policies and procedure are adhered to:

• HR Policies
• Dress Code
• Smoking
• Attendance
• Audit
• Standard operating procedure with Truck Rental

Minimum Requirements

• Grade 12 (Matric)
• Proficiency with Microsoft Office Suite (Level 2)
• 2+ years’ experience working on Embrace contracts module
• 2+ years’ Transport planning experience
• Experience working with Crane Trucks would be advantageous

Skills Requirements

• Strong verbal and written communication skills
• Excellent customer liaison and service delivery skills
• Ability to handle administrative tasks independently
• Able to implement and enforce new administrative procedures in line with company requirements
• Able to supervise the correct implementation and utilisation of administrative procedures
• Able to apply computer knowledge relevant to own job functions under general supervision
• Able to enter and access work related information via PC or terminal for own work responsibilities/functions
• Able to use available information in the execution of own job under direct supervision