Cartage Controller/Coordinator

PURPOSE OF THE POSITION

The Cartage Controller will be responsible for planning, coordinating and monitoring the collection and delivery of cargo. The successful candidate will ensure that vehicles, drivers and third-party transporters are scheduled efficiently and that all collections and deliveries are completed safely, cost-effectively and within agreed customer timeframes.

The role requires a highly organised logistics professional who can manage multiple transport activities, communicate effectively with drivers and customers, and resolve operational challenges in a fast-paced environment.

KEY DUTIES AND RESPONSIBILITIES

Transport Planning and Coordination

• Plan and coordinate daily cargo collections and deliveries.
• Allocate vehicles, drivers and third-party transporters according to operational requirements.
• Prepare daily delivery and collection schedules.
• Ensure that vehicles are used efficiently and that unnecessary empty trips are minimised.
• Consolidate loads where possible to improve vehicle utilisation and reduce transport costs.
• Confirm collection and delivery addresses, contact details, cargo specifications and customer requirements.
• Ensure that the appropriate vehicle is allocated according to the type, size, weight and nature of the cargo.
• Coordinate urgent, special and after-hours collections or deliveries when required.
• Liaise with depots, warehouses, customers, transporters, shipping lines and other relevant service providers.

Driver and Transporter Coordination

• Issue clear collection and delivery instructions to drivers and subcontracted transporters.
• Monitor driver movements and ensure compliance with daily schedules.
• Maintain regular communication with drivers regarding loading, collection and delivery progress.
• Verify driver and vehicle availability before allocating work.
• Ensure that third-party transporters comply with agreed rates and service requirements.
• Monitor transporter performance and report recurring service failures.
• Address driver-related delays, breakdowns, route challenges and delivery problems.
• Ensure that drivers return all relevant transport and proof of delivery documentation.

Cargo Tracking and Customer Updates

• Track vehicles and cargo from collection to final delivery.
• Provide customers and internal departments with accurate delivery-status updates.
• Identify potential delays and implement corrective action as quickly as possible.
• Inform relevant stakeholders of delays, breakdowns, accidents, rejected deliveries or other operational problems.
• Follow up on outstanding collections and deliveries.
• Ensure that proof of delivery documents are obtained, checked and submitted within the required timeframe.
• Investigate delivery discrepancies, damages, shortages and customer complaints.

Documentation and System Administration

• Capture cartage instructions, vehicle allocations and delivery details accurately on the relevant system.
• Prepare and distribute trip sheets, delivery notes, collection instructions and supporting documentation.
• Verify that all transport documentation is complete and accurate before dispatch.
• Maintain accurate records of vehicle movements, completed trips and outstanding deliveries.
• Collect, verify and file proof of delivery documentation.
• Record and report additional costs such as waiting time, redelivery charges, toll fees, demurrage or detention where applicable.
• Assist with checking supplier invoices against agreed transport rates and completed trips.
• Maintain an updated list of approved transporters, vehicles and drivers.
• Prepare daily, weekly and monthly transport-performance reports.

Cost and Operational Control

• Obtain transport quotations and select suitable service providers in accordance with company procedures.
• Verify transporter rates before confirming bookings.
• Monitor cartage expenses and identify opportunities to reduce transport costs.
• Prevent unnecessary waiting time, failed deliveries and additional transport charges.
• Report unauthorised or unexpected transport costs to the relevant manager.
• Assist with reconciling transport invoices, trip sheets and proof of delivery documents.
• Ensure that transport services are completed according to the agreed quotation or rate schedule.

Compliance and Safety

• Ensure that drivers, vehicles and transporters comply with company and legal requirements.
• Verify that vehicles are roadworthy and suitable for the cargo being transported.
• Ensure that drivers have valid licences, professional driving permits and other required documentation.
• Confirm that cargo is properly secured and transported safely.
• Ensure compliance with health, safety, security and environmental procedures.
• Report vehicle accidents, cargo damage, theft, hijacking or safety incidents immediately.
• Maintain accurate records of incidents and assist with investigations and claims.
• Ensure that transporters follow customer-site rules and loading or delivery procedures.

MINIMUM QUALIFICATIONS

• Grade 12/Matric is essential.
• A diploma or certificate in Logistics, Supply Chain Management, Transport Management, Road Freight or a related field would be advantageous.
• A valid driver’s licence would be advantageous.

EXPERIENCE REQUIREMENTS

• A minimum of three years’ experience in cartage, transport coordination, fleet control or logistics operations.
• Experience coordinating local and long-distance collections and deliveries.
• Experience working with drivers, owner-drivers and third-party transporters.
• Experience in freight forwarding, road freight, container transport or distribution would be advantageous.
• Experience with cargo tracking, proof of delivery administration and transporter invoicing.
• Knowledge of CargoWise, SAP, Syspro, Fleet Management Systems, Transport Management Systems or similar platforms would be beneficial.
• Intermediate proficiency in Microsoft Excel, Outlook and Word.

KNOWLEDGE AND SKILLS

• Sound knowledge of road freight and transport operations.
• Understanding of vehicle types, load capacities and cargo-handling requirements.
• Knowledge of collection, delivery and proof of delivery procedures.
• Understanding of transport rates, trip costing and additional charges.
• Good geographical and route-planning knowledge.
• Strong planning, scheduling and coordination skills.
• Excellent communication and negotiation skills.
• Strong administrative and recordkeeping abilities.
• Ability to track multiple vehicles and deliveries simultaneously.
• Good problem-solving and decision-making skills.
• Ability to work under pressure and respond quickly to operational challenges.
• High level of accuracy and attention to detail.

BEHAVIOURAL COMPETENCIES

• Highly organised and deadline-driven.
• Proactive and operationally focused.
• Calm and decisive under pressure.
• Strong sense of urgency.
• Cost-conscious and commercially aware.
• Accountable and dependable.
• Professional when dealing with customers, drivers and service providers.
• Able to work independently and as part of a team.
• Willing to work additional or irregular hours when operationally required.

KEY PERFORMANCE INDICATORS

• Percentage of on-time collections and deliveries.
• Vehicle and load-utilisation levels.
• Transport cost per trip or delivery.
• Number of failed or delayed deliveries.
• Proof of delivery turnaround time.
• Accuracy of transport documentation and system information.
• Number and value of unauthorised additional transport charges.
• Driver and transporter service performance.
• Customer complaint and incident-resolution time.
• Compliance with safety, legal and company requirements.