WAREHOUSE OPERATOR

JOB

PURPOSE

Ensure accurate

quotation for new transport business through effective coordination with

Third-Party Service Providers, while maintaining organized, accessible, and

compliant documentation for all distribution activities.

KEY

ACCOUNTABILITIES

1.1.Pricing

1. Ensure

accurate and timely quotation for new transport business in line with agreed pricing

frameworks and service requirements

2. Coordinate

with Third-Party Service Providers (3PSPs) to validate rates, service scope,

capacity, and lead times

3. Review

and confirm cost inputs to minimize pricing errors and maintain margin

integrity

1.1. Distribution

Documentation Handling

• Ensure

  drivers submit complete and signed delivery documentation-including Proof of

  Delivery (POD) and invoices-upon return and verify that all document handover

  forms are accurately completed and acknowledged.

• Track

  POD submission timelines from third-party providers, identify delays, and

  escalate promptly to ensure compliance with agreed delivery standards.

• Sort and

  review submitted PODs, initiate follow-up actions for incomplete or disputed

  records, and oversee timely resolution and closure of all outstanding POD

  issues in line with submission deadlines.

• Process

  Proof of Delivery (POD) documentation by entering all relevant delivery

  information into the system and verifying completeness of records for each

  dispatch.

• Scan and

  upload signed PODs and related documentation into the designated system,

  ensuring records are correctly indexed and retrievable for audit and reporting

  purposes.

• Address

  documentation queries from internal departments and external clients.

• Maintain

  organised document archives with correct indexing for easy retrieval.

• Ensure

  proper digital backup and secure storage of electronic records to protect

  against data loss and support long-term accessibility.

• Ensure

  all records and distribution-related documents are properly filed, securely

  stored, and readily accessible for internal reviews and external audits.

• Maintain

  hardcopy and electronic records in line with SOP-defined retention periods and

  client contractual requirements.

• Conduct

  routine internal audits and self-inspections to identify and address compliance

  risks, documentation gaps, and SOP deviations.

Implement corrective actions for misfiled, missing, or incomplete PODs,

ensuring accurate record keeping and timely submission compliance.

1.1.Reports

1. Submit daily reports detailing all

outstanding Proof of Delivery (PODs) to support tracking and resolution

progress.

2. Share daily updates with Third-Party

Service Providers (TSPs) identifying pending POD submissions and outstanding

delivery documents.

3. Submit weekly POD summary reports to

clients, accompanied by scanned copies of signed delivery documentation.

4. Generate weekly Key Performance

Indicator (KPI) reports to monitor delivery performance and POD submission

status.

5. Forward monthly client billing

reports and relevant documentation to the Finance department to support invoice

activities.

6. Prepare and submit complete sets of

POD records and support delivery documents for audits and client inspections,

ensuring compliance with reporting standards.

1.1.Safety, Health,

Environment and Quality Assurance (SHEQ)

1. Follow

distribution procedures as outlined in SOPs and quality policies to ensure safe

and compliant documentation practices.

2. Report

documentation non-conformances within distribution operations and assist in

corrective actions as directed.

3. Support

risk prevention by identifying potential distribution-related hazards and

communicating them to supervisors.

4. Verify

shipment condition during documentation and escalate discrepancies or damage

concerns affecting distribution quality.

5. Ensure

PPE compliance across distribution activities, confirming staff wear

appropriate protective gear during dispatch and handling.

6. Assist

in conducting safety briefings for visitors, clients, and TSPs entering

distribution areas, ensuring awareness of site procedures.

7. Observe

and report unsafe handling of distribution tools and equipment (e.g., hand

jacks, scanners), supporting injury prevention.

8. Maintain

environmental standards in documentation zones by ensuring cleanliness and

following structured waste disposal procedures.

9. Guide

drivers during vehicle docking in distribution areas to prevent accidents and

protect personnel safety.

10. Support

controlled vehicle manoeuvring through adherence to structured docking

protocols within designated distribution zones.

11. Assist with training new

staff on proper handling of documentation tools and basic distribution safety

procedures.

1.2.Communication,

Coordination, and Team Collaboration

1. Communicate

clearly with colleagues, supervisors, and delivery partners to support smooth delivery

of orders in full and on time.

2. Respond timely

to client queries and assist in resolving delivery-related issues through

effective coordination.

3. Foster

respectful and positive working relationships with internal teams and external

service providers (TSPs).

4. Assist

supervisors in organizing delivery workflows and supporting drivers and

assistants to meet daily goals.

5. Participate

in team training activities and provide helpful input to improve documentation

and delivery practices.

6. Follow

task schedules as assigned and contribute to a well-structured working

environment through reliable task execution.

Requirements

·O-Level or equivalent qualification

required

·Prior experience in document filing,

archiving, or logistics documentation is essential

·Strong attention to detail and

analytical skills to identify discrepancies in transport documents

·Ability to work effectively in a

team-oriented environment, coordinating across departments

·Proficient in Microsoft Office

(Excel, Word, Outlook) and transport management software such as SOLOPLAN,

Telematics etc.