Position Title: Site Supervisor
Employment Type: Full-Time
Location: Gqeberha

Role Overview:
As the Site Supervisor, you will serve as the on-site representative for Value Logistics, responsible for overseeing fleet and cost management, ensuring operations run smoothly, and delivering top-notch service to our customers. The role involves managing a team, monitoring fleet performance, and streamlining operational tasks to meet the organisation’s high standards.

Key Responsibilities:

Operational Duties:

• Staff Supervision:
  Oversee the attendance and productivity of all on-site staff. Monitor absenteeism and ensure that a fully operational team is available at all times. Liaise with the Labour Broker and Key Account Manager to address any staffing needs.
• Workforce Hours Management:
  Ensure all staff working hours are accurately captured in the Wage Keep system for proper payroll processing and compliance with company regulations.
• Fuel Management:
  Take control of all fuel-related processes, including bowser operations, refuelling procedures, and tracking fuel consumption. Ensure accurate reconciliation of fuel usage by managing EDC/Ned Fleet Cards and maintaining fuel logs.
• Fleet Condition Monitoring:
  Regularly inspect the fleet and ensure that all vehicles adhere to the guidelines established in the SEC Manual. This includes monitoring fleet safety, performance, and readiness for daily operations.
• Route Planning and Driver Management:
  Coordinate the daily planning of vehicle routes, including the loading and offloading of goods. Oversee the correct handover of customer documentation to drivers and ensure timely dispatch.
• Claims and Breakdown Procedures:
  Supervise adherence to policies regarding accident claims, product claims, and vehicle breakdowns. Ensure proper documentation is completed and that issues are resolved quickly.
• Driver and Customer Training:
  Conduct training sessions for drivers and on-site staff on customer service, safety protocols, and operational processes. Ensure that everyone is well-versed in company procedures and customer-specific guidelines.
• Daily Operational Handover:
  In your absence, ensure that a Nightshift Supervisor or another responsible party is adequately briefed to manage site operations effectively.
• Vehicle Inspections:
  Supervise pre and post-trip vehicle inspections, ensuring that drivers complete logbooks, book workshop appointments, and meet COF and vehicle transfer requirements.
• Ad-hoc Fleet Management:
  Manage additional vehicle requests, ensuring that the required fleet is available when necessary. Ensure that these vehicles are in compliance with company and legal standards.
• Driver Documentation Compliance:
  Regularly check and update all driver documentation, including PDPs, licenses, and endorsements, ensuring that they remain valid and up-to-date.
• PPE and Uniform Management:
  Monitor the distribution and proper use of PPE (Personal Protective Equipment) and uniforms, ensuring that all staff comply with company health and safety regulations.
• Equipment Licenses:
  Maintain records of equipment operator licenses, ensuring that all operators are certified for the machinery they use on-site.
• Vehicle Tracking:
  Ensure that the tracking systems on all vehicles are operational and accurate. Schedule repairs for any defective units to maintain fleet efficiency.
• Site Housekeeping:
  Maintain a clean and organized work environment, ensuring that all vehicles and site areas are in good condition. Regular site inspections should be carried out to uphold company standards.
• Trackmatic System Usage:
  Dispatch deliveries through the Trackmatic system, monitoring driver adherence to planned routes and making adjustments as necessary to optimize efficiency.
• Management of Abnormal Fleets:
  Supervise and manage the daily operations of abnormal vehicle fleets and loads, ensuring compliance with both company standards and South African road regulations.

Administrative Duties:

• Operational Reports:
  Compile and submit daily, weekly, and monthly reports on key operational metrics, such as the Daily Log, Utilisation Report, Absenteeism Report, Fleet Checklist, Fuel Consumption Report, and Vehicle Tracking Reports. These reports should provide accurate insights into the overall performance of the site.
• Embrace System Management:
  Capture and manage system data on Embrace, ensuring that all relevant operational data is input accurately.
• Billing and Invoicing:
  Prepare and submit schedules for billing purposes, ensuring that all services rendered are accurately documented for invoicing.
• Petty Cash Management:
  Oversee the issuing and reconciliation of petty cash on-site. Ensure all expenses are properly documented and reported to the finance team.
• Customer Documentation:
  Supervise the handover and completion of all customer-related documentation, ensuring proper sign-offs and record-keeping for each delivery.
• Monthly Contracts and Billing:
  Coordinate the completion of monthly contracts and ensure that all billing is completed on time and accurately reflects the services provided.

Customer Service Duties:

• Customer Relationship Management:
  Build and maintain strong relationships with customers, ensuring that service delivery exceeds their expectations. Proactively address any service issues and work to resolve them swiftly.
• KPI Monitoring:
  Supervise and monitor all Key Performance Indicators (KPIs) related to customer service and fleet performance. Ensure that all customer expectations are met and any issues are addressed promptly.
• Operational Feedback:
  Provide feedback to customers regarding any operational constraints or challenges and work collaboratively to find solutions. Present any requested KPIs or operational reports during customer meetings.

Minimum Requirements:

• Education:
  A Grade 12 (Matric) qualification is required for this role.
• Technical Skills:
  Proficiency in MS Word, Excel, and Outlook is essential for managing operational tasks, generating reports, and maintaining communication with team members and customers.
• Experience:
  A minimum of 3-4 years of relevant experience in the logistics or fleet management industry is required. The candidate should be well-versed in supervising on-site operations, fleet management, and customer service delivery.
• Interpersonal Skills:
  Strong interpersonal and communication skills are necessary to effectively manage a team and maintain strong customer relations.

Conclusion:
The Site Supervisor position in Gqeberha is a vital role for managing site operations, fleet performance, and customer relations. With responsibilities that range from staff supervision and vehicle management to administrative duties and customer service, this role offers an opportunity to develop leadership skills and contribute to the success of the logistics operations. If you’re experienced in fleet management and have a strong customer-centric approach, this position offers an exciting opportunity to make a meaningful impact.

Apply now to become an integral part of Value Logistics and help us continue delivering exceptional service to our clients!