Operations POD Clerk

SUMMARY:
Our client based in Wellington, Western Cape is urgently looking to employ an experienced Operations POD Specialist. The successful applicant will be responsible for ensuring the accurate and efficient collection and review of Proof of Deliveries (PODs) for COMPANY subcontractors to expedite freight billing. Your key tasks will include pre-debriefing checks, thorough debriefing to collect and verify PODs, and comprehensive administrative duties to maintain proper documentation and communication with various departments. This role requires meticulous attention to detail, effective communication skills, and the ability to work under pressure to ensure all PODs are processed correctly and timely.

POSITION INFO:
Job Opportunity: Operations POD Specialist

Key Performance Areas:

1. Pre-Debriefing
2. Debriefing
3. Administration

• Ensure all documentation is checked before any vehicle performs other tasks.
• Inform drivers of their expectations and requirements.

• Load Debriefing:
  
  • Collect all PODs along with related customer documentation.
  • If a POD is faulty, address the issue within 48 hours by contacting the client and informing them of deficiencies.
• Reporting:
  
  • Report and email any deficiencies or damages to the Claims Department immediately, before invoicing the POD.

• Verify all PODs from COMPANY and Subcontractor vehicles at all depots.
• Use Padmankrag personnel to collect PODs and documentation.
• Report to the Manager of Operational Support if Padmankrag employees are not performing their tasks.
• Pass POD lists and no-charge PODs to concerned persons.
• Regular communication with POD Control regarding outstanding PODs.
• Immediately report any deviations in Padmankrag documentation quality.
• Make recommendations to the Driver Training Department regarding driver documentation deviations.
• Report driver mistakes to the Driver Training Department for further training.
• Deliver delivery notes to the Debtors Department for billing daily, ensuring acknowledgment of receipt for any documents delivered.
• Ensure all PODs are correct (all necessary documents attached) before passing onto the Debtors Department.
• Inform the relevant Subcontractor in writing if documentation is outstanding on Subcontractor loads and ensure the Subcontractor Clerk is aware of such communication.
• Send and receive all internal mail and mailbags using a table of contents and liaise with the Postal Clerk.
• Report deviations and movement of mail.
• Ensure all no-charge delivery notes are returned to Wellington and signed off by the Managing Director.
• Maintain regular communication with depots and drivers about outstanding PODs.
• Obtain a list of all outstanding PODs from the POD Controller and ensure all Subcontractor and COMPANY PODs are received by the Debtors Department within five days of offloading.
• Track outstanding PODs accurately and update the progress on the Excel spreadsheet called the 'Masterfile,' noting the reason and date of follow-up.
• Follow up on problems daily.
• Check and follow up on any load duplication.
• Maintain PODs on hand according to units and ensure they are available for audit at any time.
• Update all PODs on Datatim to ensure all fields are completed and correct.