Driver Trip Pay Coordinator M/F

	Driver Trip Pay Coordinator M/F

General informations

White Horse Carriers (Zalawi / Whitehorse), based in South Africa, is company of Africa Global Logistics, a division of the MSC Group.  It has developed its expertise over 50 years in road haulage and currently runs over 500 trucks on the corridor from Durban / Walvis Bay to the Copperbelt and Katanga region with a local work force of 600 astute professionals. It is one of the largest cross-border transportation companies operating in the southern region of Africa. With over 50 years of experience and a fleet of more than 520 vehicles, we are committed to providing reliable and efficient transport services across borders. Join our team and be a part of a leading logistics company dedicated to excellence and innovation in the transportation industry.

Job description

Mission Description                      

Job Purpose:
Ensure the accuracy, timeliness, and completeness of operational data related to fleet movements, driver activities, fuelling and delivery schedules

Job Function:
Trip Data Management:
• Verify and validate trip details including origin, destination, load type, mileage, fuel usage, and delivery dates/times.
• Generate, update, and maintain daily trip requisitions for all fleet movements, ensuring completeness and accuracy.
• Capture and input all Proof of Delivery (POD) documents, kilometres travelled, and diesel orders into the Transport Management System (TMS).
• Follow up on outstanding PODs to ensure timely closure of Trip pays
• Reconcile trip requisition data with GPS tracking, delivery notes, fuel records, and driver logs.
• Identify and escalate discrepancies such as trip delays, unauthorized route deviations, or fuel anomalies

 

Profile

Fuel & Workshop Coordination
• Monitor fuel consumption across all fleet movements and reconcile diesel usage against trip data and workshop reports.
• Liaise with the workshop team to investigate and resolve fuel shortages or discrepancies related to vehicle maintenance or repairs.
• Track and follow up on reminders for tracking unit installations, updates, and maintenance to ensure full fleet visibility.

Reporting & Analysis
• Generate and distribute daily, weekly, and monthly reports on fleet utilization, driver performance, fuel efficiency, and delivery KPIs.
• Analyse operational data to identify trends, inefficiencies, and opportunities for improvement.
• Support internal audits and performance reviews by maintaining accurate and up-to-date digital and physical archives of trip pay documentation



Driver & Team Collaboration
• Liaise with drivers to clarify requisition entries, resolve data gaps, and ensure compliance with documentation protocols.
• Provide guidance and support to drivers on trip requisition procedures and expectations.
• Collaborate with dispatch, fleet, finance, and workshop teams to ensure alignment and consistency of operational data.
• Accurately process trip payments for both northbound and southbound journeys, ensuring all supporting documentation is validated and reconciled.
• Assist the finance team in resolving payment queries and discrepancies related to trip data

Reporting and Housekeeping
• Track driver compliance with document submission protocols and escalate non-compliance
• Reporting on reasons for any delays and report to HR if the cause is driver related.

QHSE
• Ensure all QHSE requirements are adhered to, and relevant policies and procedures are followed

Minimum Education, Experience Requirements & Core Competencies:
• Grade 12 Certificate
• Diploma or Degree in Logistics, Transport Management, Business Administration, or related field.
• Computer literate
• Excellent communication and interpersonal skills
• 2–4 years of experience in transport operations, fleet coordination, or logistics administration
• Advanced knowledge of local and cross border transport and logistics