Shopritx is Hiring a Operations Coordinator in Cape Town

The purpose of an Operations Coordinator is to provide comprehensive administrative and coordination support to the Pingo Regional Operations Team, ensuring smooth operational workflows and compliance with company standards. This role is responsible for managing schedules, documentation, asset tracking, and communication processes to enable efficient service delivery. By maintaining accurate records, supporting training initiatives, and assisting with project execution, the Operations Coordinator plays a key role in achieving departmental KPIs and enhancing overall operational effectiveness.

Role Description

Administrative Support:

• Organise and maintain schedules, correspondence, and spreadsheets as needed.
• Implement and maintain efficient administrative procedures and systems to enhance operational workflows and to support administratively ongoing legal matters.
• Support and achieve individual and department specific KPI’s (key performance indicators) supporting the Pingo DOT (Delivery on Time).
• Training new employees on company policies and procedures where required.
• Tracking the progress of projects and communicating with team members as needed.
• Printing invoices, shipping labels, and other documents related to order processing or shipping activities
• Receiving and responding to OTL and driver enquiries via phone or email to ensure resolution
• Asset management – proper record keeping of all assets, loadboxes, uniform and campaign articles received and issued.
• Ensure OTL’s are furnished with renewed licences prior to expiry, escalate if not received within agreed timeframe.
• Filing all documentation in an orderly manner.
• Ensuring Pingo portal is updated with accurate information and assets issued/linked to drivers.
• Maintain and update driver profiles continually with correct personal detail updates, asset updates or cluster/store updates throughout tenure at Pingo.
• Accurately and timeously manage cluster assignment of drivers and headcount recon for planning team to run rosters on time.
• Fines management – recon, tracking and resolution of fines per region.
• Weekly update on fines recovery from drivers and ensuring fully completed AOD’s are received back, recorded systematically and full and filed will include a weekly meeting / update on the progress and tracking of fines for the region in the form of a rolling report.
• Support functions on projects and assisting with infield training.
• Support and assist with driver training and OTL training where required.
• Support the Operations Team Leads by preparing uniforms, helmets and any other uniform or branding requirements for new drivers.
• Print and prepare access cards for new drivers, ensuring timely availability.

Communication and Coordination:

• Sort, allocate, and respond to incoming paper and electronic correspondence, ensuring timely distribution and reply.
• Manage logistics arrangements for any new assets, including ordering, tracking, and receiving items.
• Extract and compile operational and service delivery reports where required.
• Compiling and maintaining an accurate account of assets throughout each region.
• Compiling asset tracking and management reports.
• Assist with completion and compiling of accident management reports.
• Fines management reports.
• Report on problems/exceptions until resolved to all stakeholders.

General Administrative Duties:

• Prioritise workloads effectively to ensure deadlines are met and operational efficiencies.
• Handle and route outgoing mail and other materials, preparing responses to routine letters as necessary.
• Provide general support and backup to other teams as and when required.

Qualifications and Experience

• Grade 12 certificate – (essential).
• Diploma or certificate in Office Management or a related field – (preferred).
• +2 years’ experience in an administrative role within a logistics or operational environment – (essential).
• Strong proficiency in MS Office including Word, Excel, PowerPoint, and Outlook – (essential).