Clearing & Forwarding Administrator at Alistair
Alistair is one of East and Southern Africa’s fastest growing service
companies, providing a variety of self-delivered logistics solutions
with core competencies in road freight and operational hire of material
handling equipment. The business has gone from strength to strength,
growing quickly in both its geographical coverage and variety of
services offered to clients. At the moment, the Group employees over 400
personnel, delivers services across sixteen countries and is poised for
significant further expansion.
Recommended:
Core Services:
- Forwarding
- Customs & Clearance
- Energy Industry Support Services
- Equipment Rental
- Commodity Trading
- Integrated Solutions
- Warehousing
- Ocean Freight
Industries:
- Mining
- Oil & Gas
- Agriculture
- Construction
- Explosives
- Renewables
Vision
To be known as the Company that makes Africa work better.
Company Behaviours
Honesty, Customer Focus, Continual Improvement, Humility, and Safety.
Accountabilities & Responsibility Areas
Responsible for tracking and updating shipment location and clearing status.
Responsible for gathering documents and physically filing all shipment documentation
Responsible for gathering documents and updating the electronic shipment and client database.
Perform any other relevant duties that may be assigned by the supervisor within the scope of the position
Online GCLA applications for importations, transport and cargo exportations
Ensure all Local shipment updates are timely done for all other clients
Track and ensure all current shipment ETA’s are updated and any issues if any, are timely communicated
Properly drafted letters with no grammatical errors are lodged
Ensure Online TFDA applications done as soon as full set of documents are received
Flatbed letters are well prepared and lodged upon shipment arrival
Ensure all shipment releases are attached on the Google folder and uploaded on the clearing intranet folder
Clearance invoices and receipts properly scanned and saved on the respective shipment folders on Google drive
Attaching JC on smart sheet for each respective shipment
Add new shipments on smart sheet, once new pre alerts are received
Checking and crosschecking on all the pre alert documents received and requesting for necessary
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Education, Skills & Qualifications
- Post Graduate Education in business management or similar field of study.
- Operations Management – Desired
- 3 years’ experience in operations management, and clearing/forwarding
- IT Literate, specifically on all MS Office applications and data management systems.
- Logistics / Service Support experience
- Innovative and creative thinking
- Excellent customer management skills
- Strong initiative and problem-solving techniques
- Strong leadership and influencing Skills
- Strong Communication Skills
The Company reserves the right to withdraw from the recruitment process at any time, at its sole discretion. The sharing of any aptitude test, assessment, or invitation to an interview does not constitute an offer of employment or guarantee any future employment with the Company. Candidates acknowledge that progression through any stage of the recruitment process does not imply or ensure an eventual offer of employment.
Employment opportunities
How to Apply:
To submit your application, please follow the link provided below.
Client liaison at Alistair
Are you a goal-oriented, driven individual who enjoys communicating with people? Do you swim against the stream and question things? Do you have experience with taking a fast-growing business to greater heights? Are you looking for an environment that challenges you into becoming your best you? If yes, then you might be perfect for our Client Liaison role!
Hours: Monday to Friday plus alternate Saturday mornings
Job summary
General Leadership / Management Responsibilities-:
- Serve as the liaison between the Fleet teams and other support function, and work closely with department managers to understand and meet their needs.
- Collaborate with division and department leaders; prepare and implement strategic long-range plans and forecast for space, operational, maintenance and equipment requirements; assist in the preparation, coordination and control of the capital improvement budget for Alistair.
- Develop and manage department goals, objectives, policies, and procedures; recommend modifications as deemed appropriate and hold team and others accountable.
- Provide oversight and leadership to direct reports. Set direction, evaluate performance, and align necessary resources to develop, motivate and inspire the team to achieve high results with a quest for continuous improvement.
- Maintain detailed cost management records and continually review the profitability of fleet and facilities.
- Conduct quality control and safety inspections of facilities, fleet and equipment; ensure adherence to safe work procedures.
- Attend and participate in professional group meetings; maintain awareness of new trends and developments in the industry; incorporate new developments to provide a competitive advantage.
Fleet Responsibilities-:
- Manage the Organization’s fleet management program, including acquisition, leasing, utilization, preventative maintenance, repair and replacement of vehicle and equipment fleet.
- Promote a return-on-investment strategy for assets that includes creative revenue streams and detailed cost management.
- Participate in annual budget development for staffing, maintenance contracts, vehicles, equipment, materials, and supplies; monitors and approves expenditures.
- Approve or decline Manual purchase orders raised
- Maintain records to track vehicle registrations, titles, etc by supervising Compliance officers
- Perform other duties as assigned or requested by leadership.
Client Liaison Responsibilities-:
- Prepare and distribute work detailed monthly, quarterly and yearly reports to clients.
- Provide required information and documents to clients.
- Be the main point of contact for all Alistair Group clients
- Provide support and assistance to other management teams.
- Confirm invoices prior to being sent out to respective clients
- Provide feedback to management on areas of improvements and recommend implementation of enhanced processes.
- Monitor client satisfaction through follow up on solving client issues and problems.
- Initiate measures to research and resolve client raised issues and collaborate with clients to identify and implement value-added services.
- Supervise Assistant client liaisons
- Follow up with relevant vendors providing trip-related services to ensure the unimpeded running of trips
- including Clearing agents, loading supervisors/warehouses, offloading supervisors/warehouses
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Essential Skills:
- Leadership skills to motivate and inspire team members
- Clear communication skills ensuring clear and candid information
- Strong management skills ensuring efficient use of resources
- Computer Literacy to effectively operate and manipulate online management systems
- Faultless administration skills ensuring accurate and efficient procedures
- Problem solving skills to ensure obstacle to progress are overcome
Qualifications:
- A minimum of University Graduate Degree in any relevant discipline or equivalent vocational experience in Transport / Logistics service support
- LEAN SIX SIGMA (Desirable)
- Project Management (Desirable)
- Business Management (Desirable)
- Safety Management (Desirable)
Alistair Group is a fast-growing company offering Logistics solutions in Eastern and Southern Africa, growing from 2 to 400 trucks in only 13 years with a vision ‘To be known as the company that makes Africa work better’
How to Apply:
To submit your application, please follow the link provided below.
Operations Lead, Managed Fleets at Alistair
Alistair Group is one of East and Southern Africa’s fastest-growing service companies, providing a variety of self-delivered logistics solutions across several geographies, aimed with the vision to Make Africa Work Better! With core competencies in road freight, warehousing, commodity trading and operational hire of material handling equipment, the Group strives for continuous expansion of innovative ancillary services to grow the business vertically, complimented by a healthy dose of entrepreneurial flair. The business has gone from strength to strength, growing quickly in both its geographical coverage and variety of services offered to clients. In 2024, the Group exceeded the 1000-employee mark and managed a fleet of well over 1000 trucks. With Alistair’s aggressive and exciting growth strategy, the Group is poised for significant further expansion and a greater impact in Africa.
Employment opportunities
Core Services:
▪ Freight Forwarding
▪ Clearance & Forwarding
▪ Energy Industry Support Services
▪ Equipment Rental
▪ Commodity Trading
▪ Integrated Solutions
▪ Warehousing
▪ Ocean Freight
Industries:
▪ Mining
▪ Oil & Gas
▪ Agriculture
▪ Construction
▪ Explosives
▪ Renewables
Vision
To be known as the Company that makes Africa work better.
Company Behaviours
Honesty, Customer Focus, Continual Improvement, Humility, and Safety.
Accountabilities & Responsibilities
1. Team Leadership and Development:
- Supervise and mentor fleet managers to maintain high standards of performance and accountability.
- Promote continuous learning and improvement within the team by encouraging regular feedback, cross functional collaboration and innovative problem solving.
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2. Fleet and Operations Management:
- Oversee the scheduling, routing, and tracking of trucks to maximize utilization and minimize downtime.
- Utilize fleet tracking and management systems to monitor vehicle performance and route efficiency. Use insights from data collected to drive improvements.
- Ensure all transit and journey management procedures, including legal requirements are clearly communicated and followed by the fleet team and subcontractors.
- Responding promptly to operational emergencies such as breakdowns and break of convoys, clearly communicating to the subcontractors and finding ways to mitigate the delays and potential losses.
3. Process Optimization:
- Develop, refine and enforce SOPs for fleet operations, pushing for uniformity in practices across all teams and regions.
- Analyze current workflows and identify bottlenecks and redundancies. Implement streamlined processes to improve speed and accuracy in operations.
- Leveraging the fleet management tools we have built and using them to improve data accuracy in operations and automate routine tasks.
4. Compliance and Safety:
- Ensure adherence to all regulatory standards and internal policies regarding fleet management, safety, and journey management.
- Collaborate with the transporters to provide necessary lashing gears, training and certifications.
5. Stakeholder Coordination:
- Liaise with subcontractors and internal teams to align operational plans with business objectives.
- Negotiate terms and agreements, ensuring they align with customer expectations and company standards.
6. Documentation and Reporting:
- Streamlining processes for documents like loading confirmations to allow seamless operational tasks to be done in time.
- Regularly reviewing and Improving on reporting processes with the team to identify gaps and incorporate feedback to improve clarity and usability of the reports example the tools we have on reporting unreachable drivers, trucks not reflecting on transporter GPS etc.
- Reviewing and improving/Updating Operational SOPs that exist and creating SOPs which don’t.
- Providing constant training to fleet managers and operations staff on maintaining high standards of documentation, ensuring uniformity and precision across the team.
- Conducting daily audits with fleet managers to ensure the trucks are moving normally and calling out/escalating any challenge directly to Head of Operations/Head of Managed Fleets immediately when needed.
EDUCATION, SKILLS AND QUALIFICATIONS
- Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, or related fields.
- Minimum of 3 years of experience in fleet management or logistics, with at least 1 year in a leadership role.
- Strong analytical and problem-solving skills.
- Excellent communication, negotiation, and administrative abilities.
- Proficiency in logistics software and reporting tools.
How to Apply:
To submit your application, please follow the link provided below.
Fleet Manager at Alistair
Alistair Group is one of East and Southern Africa’s fastest-growing service companies, providing a variety of self-delivered logistics solutions across several geographies, aimed with the vision to Make Africa Work Better! With core competencies in road freight, warehousing, commodity trading and operational hire of material handling equipment, the Group strives for continuous expansion of innovative ancillary services to grow the business vertically, complimented by a healthy dose of entrepreneurial flair. The business has gone from strength to strength, growing quickly in both its geographical coverage and variety of services offered to clients. In 2024, the Group exceeded the 1000-employee mark and managed a fleet of well over 1000 trucks. With Alistair’s aggressive and exciting growth strategy, the Group is poised for significant further expansion and a greater impact in Africa.
Employment opportunities
Core Services:
▪ Freight Forwarding
▪ Clearance & Forwarding
▪ Energy Industry Support Services
▪ Equipment Rental
▪ Commodity Trading
▪ Integrated Solutions
▪ Warehousing
▪ Ocean Freight
Industries:
▪ Mining
▪ Oil & Gas
▪ Agriculture
▪ Construction
▪ Explosives
▪ Renewables
Vision
To be known as the Company that makes Africa work better.
Company Behaviours
Honesty, Customer Focus, Continual Improvement, Humility, and Safety.
Read Also:
Accountabilities & Responsibilities
- Maintain absolute customer focus, keeping the customer fully informed on progress and to effectively manage their expectations through accurate tracking reports and constant liaison which is relevant, reliable, reactive and convenient.
- Deal with customer complaints rapidly and professionally in liaison with the Fleet planning and client liaison teams and Operations leads
- Supervise Project controllers in Accurate Journey Management financial control and planning ensuring timely cash flow to drivers and all associated service providers.
- Supervise Project controllers in accurate fuel allocation and accounting in accordance with Company Procedures.
- Supervise and review Project controllers to ensure compliance with trip briefing and debriefings to ensure these are done within 24 hours after a trucks loads or offloads and that driver debriefing results reflect the bell curve per Project controller in accordance with company policy
- Supervise and review Project controllers to ensure driver escalations, Project controller and Driver disciplinary issues, Driver and truck handovers as well as monitoring of driver deductions are closely monitored in conjunctions with Operations leads
- Ensure clear and concise vehicle fault reporting, ensure immediate and thorough accident/incident investigations are carried out and solutions provided to mitigate recurrence in conjunction with the HSSEQ lead
- Diligent Project controller management, ensuring KPIs are accurately assessed and recorded, while ensuring all areas for improvement are fully investigated and rectified in accordance with company procedures
- Trip monitoring and vehicle tracking is to be carried out diligently and consistently, ensuring there are no avoidable delays and drivers are well informed on their progress and adherence to the journey management plan. Ensure adherence of JMP protocol is observed by all Project controllers.
- SAP and TMS online management systems are to be correctly completed, accurately updated and timely
- Ensure all trips are legally compliant, all documentation requirements are met and documentation required for invoicing are processed correctly
- Line Manager for your assigned Project controllers, administration and documentation team: ensuring strong leadership, effective management and appropriate delegation. Compile x2 assessment reports on performance for management review.
- Serving as a general assistant to the Operations Lead seeking continual improvement and promoting best practice amongst the operations team as well as Assist Planners, Client Liaisons and Key Account Managers to seek cargo for the fleet. Ensure you establishing reliable contacts for clearance, government and clients.
Education, Skills & Qualifications
- A minimum of University Graduate Degree in any relevant discipline or equivalent vocational experience in Transport / Logistics service support
- LEAN SIX SIGMA (Desirable)
- Project Management (Desirable)
- Business Management (Desirable)
- Safety Management (Desirable)
- Leadership skills to motivate and inspire team members
- Clear communication skills ensuring clear and candid information
- Strong management skills ensuring efficient use of resources
- Computer Literacy to effectively operate and manipulate online management systems
- Faultless administration skills ensuring accurate and efficient procedures
- Problem solving skills to ensure obstacle to progress are overcome
Read Also:
The Company reserves the right to withdraw from the recruitment process at any time, at its sole discretion. The sharing of any aptitude test, assessment, or invitation to an interview does not constitute an offer of employment or guarantee any future employment with the Company. Candidates acknowledge that progression through any stage of the recruitment process does not imply or ensure an eventual offer of employment.
Employment opportunities
How to Apply:
To submit your application, please follow the link provided below.
