Administrative Clerk
Phakisa Holdings Cape Town R 16,000/month
Key Responsibilities
Trip & Driver Documentation Management
Trip & Driver Documentation Management
- File and track all trip sheets, delivery manifests, and driver checklists
- Capture trip data into TMS or spreadsheets for analysis
- Verify completion of all required documentation per trip
- Receive PODs from drivers and verify against load and route sheet
- Scan and upload documents to client portals or internal filing systems
- Escalate any discrepancies, unsigned PODs, or missing documentation
- Receive and log fuel slips, toll receipts, and trip-related expenses
- Reconcile fuel usage per route and flag exceptions to supervisor
- Maintain register of fuel allocations and average usage trends
- Maintain files on driver PrDPs, license renewals, medicals, and NBCRFLI records
- Assist with monthly compliance checks and audit preparation
- Flag upcoming expiry dates for documentation renewals
- Compile daily and weekly transport summary reports (e.g., dispatch vs actual)
- Submit document packs for invoicing (where applicable)
- Assist with RCA documentation and incident report filing
Qualifications:
- Matric (essential), transport or admin diploma preferred
- Basic Excel and data entry competence
- Familiarity with trip documents, PODs, driver records
Experience:
- 24 years in transport admin, fleet clerical, or logistics back office
- Comfortable working with large document sets in high-volume environments
- Prior exposure to NBCRFLI environment beneficial
Core Competencies:
- Attention to detail under time pressure
- Filing, scanning, and digital recordkeeping
- Data entry accuracy and process discipline
- Confidentiality and compliance awareness
- Proactive communication with operational staff
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