Fleet Operations Coordinator M/F

	Fleet Operations Coordinator M/F

General informations

Zalawi Haulage Limited (Zalawi / Whitehorse) is a Zambian based company of Africa Global Logistics, a division of the MSC Group.  Zalawi was established in 1974 and is located on the Copperbelt region of Chingola district. 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                      

We are seeking a skilled and experienced Fleet Operations Coordinator to join our team. The ideal candidate should have a strong background in coordination and execution of fleet operations through effective tracking, documentation, fuel and trip management, and driver support

 

Profile

Job Function:
General
• Manage and record daily fuel dips, toll slips, and parking slips to ensure accurate fuel usage tracking and cost control
• Assist drivers with fuel-related queries, ensuring timely resolution and operational continuity
• Track and follow up on incoming Proof of Delivery (PODs) to support timely invoicing and customer satisfaction
• Reconcile convoy security statements with convoy reports to ensure data integrity and financial accountability.
• Participate in regular operations, workshop, and yard meetings to provide input and maintain driver awareness
• Capture and update operational data into the Transport Management System (TMS), including documents, trip pay, and diesel orders
• Maintain up-to-date records in TMS and ensure relevant documentation is shared with the operations department.
• Support colleagues and assist with general operational tasks as needed to promote teamwork and business continuity
• Process trip payments for northbound and southbound trips accurately and on time
• Coordinate and process driver advances and refunds, ensuring compliance with company financial protocols.
• Calculate and monitor overstay days, advising management for appropriate action or chargeback
• Undertake any other duties assigned by the Operations Manager or relevant reporting authority as part of the role's responsibilities

Minimum Education, Experience Requirements & Core Competencies
• Diploma in Logistics/Transport or related field
• Experience using a Transport Management System (TMS) or other logistics platforms.
• Prior exposure to driver supervision, trip pay processing, or fuel management will be advantageous.
• 3 to 5 years' experience in a similar environment
Core Competencies:
• Operational Coordination: Ability to manage day-to-day transport operations, vehicle dispatch, and driver control.
• Attention to Detail: Skilled in data capturing, reconciliation, and document verification.
• Analytical Thinking: Ability to process and analyze fuel usage, trip data, and security statements.
• Communication Skills: Strong verbal and written communication for interfacing with drivers, workshop teams, and management.
• Problem-Solving: Proactive in identifying issues and implementing timely solutions, especially with PODs, trip discrepancies, or overstay issues.
• Technological Proficiency: Competent in using transport and fleet software (e.g., TMS), Microsoft Office (especially Excel), and digital filing systems.
• Team Collaboration: Willingness to support colleagues and coordinate across departments (e.g., workshop, tracking).
• Time Management: Ability to handle multiple tasks efficiently and meet operational deadlines.
• Integrity and Confidentiality: Handles driver advances, refunds, and sensitive trip data with discretion and professionalism.
• Adaptability: Capable of adjusting to evolving operational needs, schedules, and delegated responsibilities.