Logistics Assistant

Role Overview

This role coordinates the daily movement of collection vehicles, drivers, and loaders, keeping planned routes on schedule and responding quickly when delays, missed stops, or vehicle issues arise. Accurate tracking, clear communication, and practical route planning help ensure customers are served reliably while giving operations and workshop teams the information they need to act.

Key Responsibilities

• Track vehicle locations in ControlTech and check hourly that collections are progressing according to plan, giving particular attention to new and sensitive clients.
• Monitor trip start times, maintain trip logs with actual departure times and load fullness, and create geofences and daily visit reports to identify clients who were not reached.
• Review the drivers’ WhatsApp group and Google Sheets issue log, refer problems to the appropriate teams, alert customer care about client-facing delays or missed collections, and share recovery plans.
• Compile missed collections, arrange make-up trips, and adjust routes when a vehicle is delayed or a planned collection is at risk of being missed.
• Coordinate workshop follow-up for vehicle defects and repair timelines; record inspection and driver-reported issues, update kilometre records, and keep vehicle compliance documents current, requesting renewals around one month before expiry.
• Prepare weekly payment requests and operational float requests, coordinate timely payment with the assigned float holder, and estimate truck-by-truck fuel needs for allocation to fuel cards.
• Review daily fuel consumption by vehicle, investigate unusual changes, and update tracking and workshop records with relevant mileage information.
• Prepare driver and loader rosters covering routes, attendance, working days, rest days, and leave; distribute route sheets and vehicle checklists before trips.
• Arrange one-off assignments and internal journeys, including work involving buy-back centres, dump sites, and vendor partners; visit routes to gather information for route improvements and operational risk checks.
• Guide drivers to new client sites and monitor their first three collections; investigate property damage involving collection vehicles and coordinate resolution within seven days.

Requirements & Qualifications

• Degree or diploma in a business-related discipline, logistics, or supply chain management.
• At least one year of proven administrative experience in a logistics department within a comparable industrial setting.
• Working knowledge of logistics software and tools, including vehicle tracking or comparable systems.
• Ability to organise routes, trips, staffing schedules, and operational records while managing frequent changes during the working day.
• Clear communication and follow-up skills for coordinating with drivers, customer care, workshop staff, and payment contacts.