Johannesburg: Expediting Coordinator

Key Responsibilities 1. Expediting & Order Management Drive on-time delivery of all customer orders and projects. Monitor, track, and prioritize orders, shipments, and projects to ensure deadlines are met. Coordinate expediting workflows across Stores, QC, Workshops, Buying, Goods Receiving, PrePackaging, and Dispatch. Manage source loading and collection lists (TIMS). Oversee delivery and collection lists, order confirmations, and order tracking. Manage loan, demo, and hire orders. Liaise with local and export customers via phone and email, providing regular status updates. 2. Supplier & Third-Party Coordination Liaise with Buying, suppliers, vendors, and third-party service providers to expedite production and delivery. Conduct regular follow-ups with third-party suppliers to ensure commitments are met. Coordinate transport containers and manage late return penalties. Import new sources and manage supplier onboarding requirements. 3. Dispatch, Transport & Fleet Management Oversee scheduling, staging, tracking, and reporting of daily dispatch activities. Ensure accurate packing, quality packing standards, and compliance with shipping instructions. Ensure all outbound paperwork (delivery notes, invoices, certificates, and signatures) is complete and accurate. Oversee administration and dispatch staff, including controllers and drivers. Monitor vehicle condition, fleet cards, fuel and maintenance budgets. Book vehicle services and manage annual permits. Manage vehicle tracking, random reports, and spot checks. Review and sign driver trip sheets and DGD documentation (Category 6 compliance). Monitor fines and manage vehicle insurance claims in coordination with the Asset and Waste Manager. Investigate and implement methods to reduce customer waiting times at dispatch. 4. Reporting & Systems Management Prepare and submit regular operational and compliance reports, including: DOH & DOE reports DU waste management reports Safeguards reporting IMS stock takes variance reports Monthly KPI and PRT reports Fusion and OPT reports Manage and maintain CMS and IMS platforms, including: Creating and maintaining customer profiles Monitoring profile usage IMS IR.192 and SE.75 compliance 5. Export & Compliance Documentation Manage import documentation for all new and refurbished projectors. Ensure shipping, customs, and regulatory documentation is accurate and complete. Handle NCR claims and closures for isotope-related complaints. Ensure compliance with all relevant laws, regulations, company policies, and QMS requirements. 6. Financial & Cost Control Conduct DRB and CPT loading cost analysis and arrange trips accordingly. Manage account queries including income in advance and blocked accounts. Monitor and control costs associated with expediting, transport, and dispatch. Ensure target gross profits (GPs) are met or exceeded. 7. Quality, Process Improvement & Training Work closely with Quality Control to ensure product and service standards are met. Actively assist in writing, implementing, monitoring, and improving departmental work instructions in line with the QMS. Identify process improvement opportunities to reduce delays and inefficiencies. Ensure staff have the necessary tools, training, and resources to perform their roles effectively. Train and support team members in expediting and dispatch functions where required. Qualifications/Experience and Skills (inherent requirements of the position) Grade 12 minimum with tertiary education in Business Administration / Logistics Diploma or Degree SAP One experience inherent requirement Excellent MS Office skills Excel at Advanced level Good knowledge and experience of administrative processes Excellent communication, interpersonal, team and organizational skills. Demonstrate a high degree of integrity and discretion. Responsive team player with the interest to take initiative and work in a fast-paced environment. Logistics Experience (Exports and Imports) 5 Years Experience in a similar working environment Behavioural Attributes Key Skills & Competencies Strong coordination, planning, and prioritization skills Excellent communication and stakeholder management abilities High attention to detail and documentation accuracy Problem-solving and decision-making under pressure Strong understanding of logistics, dispatch, warehousing, and compliance environments Cost awareness and commercial mindset Leadership and team supervision capability Key Performance Indicators On-time delivery performance Customer satisfaction Compliance and audit outcomes Cost control and GP targets Accuracy of reporting and documentation Dispatch efficiency and turnaround times