Transport Manager
3 months ago
**Main Duties and Responsibilities are as follows**:
**1. Team Management**
- Supervise and coordinate the activities of the operations staff.
- Manage the daily, weekly and monthly workplan and assigned duties for the operations staff.
- Monitor the operations staff’s performance and support to provide required training.
- Build good teamwork within the operations team and create a positive working environment.
- Conduct weekly or monthly team meetings for daily/weekly/monthly workplan, issues and challenges, and find out the areas of improvement.
- Collect operations staff issues and make report to management or HR Development.
- Encourage the new ideas from the team members to
**2. Market Research and Procurement**:
- Ensure that the operations team explore the market on a regular basis to identify available trucks that meet customer requirements in terms of truck type, cost, capacity, route, and timeline.
- Maintain good relationships with truck drivers/ owners/ transport companies/ brokers to ensure a reliable supply of trucks at the best rate.
- Negotiate rates and contractual terms with truck drivers/ owners/ transport companies/ brokers to secure competitive pricing while maintaining service quality standards.
- Conduct inspections to assess the nature of the cargo & provide accurate transport cost estimates for sales team to prepare quotations.
- Inform the salesman of any special loading requirements based on the nature of cargo.
- Analyze transportation costs collected and prepared by the operations department (including fuel, tolls, and driver fees) to ensure optimum cost is always shared with the sales team to make quotations.
- Work closely with salespersons to address customer concerns promptly and maintain customer satisfaction.
**3. Truck Arrangement and Coordination**:
- Allocation of trucks based on customer inquiry.
- Ensure that operations team provide accurate driver and truck details for coordinators along with the required docs (Driver contact details, ID, passport, license, truck & trailer registration certificate etc.).
- Provide timely updates on truck availability and scheduling for the coordinators.
- Facilitate effective communication and collaboration to seamless coordination of activities and optimize operational efficiency.
**4. Driver Coordination and Management**:
- Ensure that operations team brief the drivers on loading/unloading instructions (safety equipment of both driver & cargo), delivery schedules, and special handling requirements before sending trucks to loading/ unloading locations.
- Monitor driver performance and compliance with company policies and regulatory requirements.
- Address any issues or concerns raised by drivers during transit and provide necessary support or solutions.
**5. Cross-Border Transportation Management**:
- Manage the logístical challenges associated with cross-border transportation, including customs clearance, documentation, and regulatory compliance.
- Coordinate with customs brokers, agents, and authorities to facilitate smooth border crossings and minimize delays.
- Stay updated on international trade regulations and requirements.
- Ensure all permits, escorts and permissions are available before starting the journey.
**6. Cargo Information and Documentation**:
Ensure that the driver is getting accurate and complete documentation of cargo details from the loading site, including size, weight, and special handling instructions.
Ensure that operations team provide drivers and relevant stakeholders with necessary documentation, such as shipping documents & driver’s agreement.
**7. Financial Management and Reporting**:
- Ensure the accuracy of payment vouchers prepared by the operations team and make sure all the approvals are in place to collect advance cash payment from finance before the journey.
- Handover advance cash payment to the drivers and obtain their signatures as proof for the receipt of cash.
- Analise transportation costs and expenses and prepare reports for management review and analysis.
- Ensure the accuracy of the Driver’s agreement.
- Weekly update management/sales on market cost fluctuations, market conditions & changes in government regulations or laws which affect the industry.
- Handover payment vouchers to coordinators to update costing in the internal (flotilla) system.
- Arrange messenger to send advance payment and driver contract on time and ensure that the messenger is getting signatures from the driver for the payment voucher and drivers’ contract.
**8. Data Management and Systems Operation**:
- Enter relevant information (driver and truck details, freight information) into tracking systems to ensure accurate and up-to-date tracking records.
- Ensure the tracking details are updated twice a day on a daily basis.
- Increase the pool of available truck drivers/ owners/ transport companies/ brokers and update management on monthly basis with a report.
- Maintain regular communication wi
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