Purpose of the Job

This role is responsible for the coordination and supervision of operations to ensure smooth and efficient, delivery services. The Site Supervisor manages driver attendance and documentation, oversees vehicle route planning and dispatch, ensures fleet readiness and safety, and enforces adherence to operational protocols.

Key Responsibilities 

Operational Management

• Supervise and monitor drivers’ attendance registers and absenteeism, ensuring optimal staffing levels are maintained on site
• Co-ordinate all driver-related requirements in consultation with the Labour Broker and Regional Manager
• Ensure that drivers’ hours are accurately captured on the weekly wages report
• Manage and oversee all fuel-related processes, including re-fuelling, fuel consumption tracking, EDC/Nedfleet card usage, and reconciliation of fuel usage schedules
• Ensure the overall condition of the fleet meets the standards outlined in the SEC Manual
• Co-ordinate and control daily route planning, vehicle loading/offloading, handover of customer documentation, and dispatching of drivers
• Ensure compliance with all procedures relating to accident claims, product claims, and vehicle breakdowns
• Communicate regularly and effectively with the Account Manager regarding all operational and distribution activities
• Debrief drivers’ trip sheets and cross-reference them with vehicle tracking reports
• Supervise the completion of pre- and post-trip vehicle inspections, logbooks, workshop bookings, and Certificate of Fitness (COF) checks
• Manage ad hoc vehicle requirements as needed
• Ensure all driver documentation is valid and up to date, including Professional Driving Permits (PDPs), driver’s licences, medical certificates, and relevant certifications (e.g. crane, Moffett, Hazchem)
• Monitor and control the issuance and use of Personal Protective Equipment (PPE) and uniforms for all on-site staff
• Ensure all vehicles have functional tracking systems and arrange for repairs where units are faulty
• Maintain a high standard of housekeeping across the site, ensuring a clean and safe working environment
• Conduct monthly panic button tests for all vehicles
• Conduct and submit monthly tyre surveys
• Ensure all deliveries are completed in accordance with front-end planning requirements
• Confirm that all loads are secure and compliant with safety standards prior to dispatch
• Ensure that all vehicle keys are securely locked away at the end of each workday

Administrative Duties

• Ensure timely compilation and submission of all operational reports, including:
  • Vehicle Utilisation Report
  • Absenteeism Report
  • Vehicles in Workshop Report
  • Fleet Checklist
  • Weekly Site Report
  • Fuel Consumption Report
  • Vehicle Tracking Reports
  • Daily Statistics Report
  • Fleet Control Report
• Management Report (including STOs, average loading times, and out-of-area deliveries)
• Supervise the completion, handover, and sign-off of all customer-related documentation to ensure accuracy and compliance

Customer Service & Relationship Management

• Build and maintain strong relationships with customers by consistently meeting agreed service levels
• Monitor all customer-identified KPIs and service level agreements to ensure targets are achieved
• Compile and present required customer KPIs, reports, operational feedback, and highlight any operational constraints or challenges proactively

Minimum Requirements

• Grade 12 (Matric)
• Proficiency in Microsoft Office Suite (MS Word, excel, outlook, etc.)

Skills Required

• Fleet and route management (Must possess sound local geographical knowledge)
• Staff supervision
• Operational reporting
• Problem-solving and analytical thinking
• Proficiency in Microsoft Office Suite
• Administrative accuracy
• Customer service
• Excellent communication skills both written and verbal