Transport & Logistics Coordinator at Suretrack Logistics Ltd

Job Title: Transport & Logistics Coordinator
Location: Lusaka, Zambia
Reports To: COO
Minimum Experience: 3 Years in a similar business
Remuneration: TBA
Role Overview
We are seeking a highly organised and performance-driven Transport & Logistics Coordinator to support and optimise daily transport operations based in Lusaka, Zambia. This role is central to ensuring efficient execution of cross-border trucking operations along the Zambia–South Africa and DRC–South Africa corridors.
The Coordinator will work with the current team and focus on operational control, load planning, dispatch coordination, driver communication, and performance tracking to increase fleet utilisation, reduce delays, and improve cost efficiency. This is a hands-on operational role requiring strong attention to detail, problem-solving capability, and the ability to manage high-volume, time-sensitive logistics activities.
Key Responsibilities
1. Daily Operations & Dispatch Coordination

Plan and coordinate daily truck movements across Zambia, DRC, and South Africa routes.
Allocate loads and schedule drivers to maximise fleet utilisation and minimise empty kilometres.
Monitor trip progress in real-time and proactively resolve delays or disruptions.
Maintain accurate dispatch records and route documentation.
Ensure all PODs are collected in good time and presented to Finance for invoicing according to Load Confirmations/Order requirements

2. Cross-Border Coordination

Prepare and verify transport documentation for cross-border shipments.
Liaise with clearing agents and drivers to ensure smooth customs clearance processes.
Track border status updates and communicate delays to management and clients.
Ensure compliance with transport and transit regulations in Zambia, DRC, and South Africa.

3. Fleet Monitoring & Performance Tracking

Monitor vehicle tracking systems (GPS/telematics) to oversee trip progress and driver behaviour.
Track fuel usage and report anomalies.
Record and report key operational KPIs including on-time delivery, turnaround time, and vehicle downtime.
Escalate maintenance issues promptly to minimise downtime.

4. Customer & Stakeholder Communication

Provide timely updates to customers regarding shipment status.
Coordinate with warehouse teams, loaders, and offloading points to reduce waiting times.
Maintain strong working relationships with drivers and operational partners.
Ensure professionalism in all task executions

5. Administrative & Reporting Duties

Maintain trip files, proof of delivery (PODs), and transport documentation.
Capture operational data into the Transport Management System (TMS).
Prepare weekly and monthly operational performance reports.
Support invoice verification by ensuring accurate trip and fuel data.

6. Safety & Compliance Support

Ensure drivers adhere to company safety policies and road regulations.
Report incidents, breakdowns, and accidents in accordance with company procedures.
Monitor driver documentation (permits, licenses, medicals) for compliance validity.

Key Performance Indicators (KPIs)

On-time departure and delivery rate
Fleet utilisation support metrics
Reduction in empty kilometres
Border clearance turnaround time
Fuel variance reporting accuracy
Documentation accuracy rate
Incident reporting timeliness

Required Qualifications & Experience

Diploma or Bachelor’s degree in Logistics, Supply Chain Management, Transport Management, or related field.
3–5 years’ experience in transport coordination or logistics operations.
Experience working with cross-border transport in Southern Africa preferred.
Knowledge of Zambia–South Africa and DRC–South Africa transport routes is an advantage.
Proficiency in transport management systems and Microsoft Excel.
Experience using vehicle tracking systems (GPS/telematics).

Competencies & Attributes

Strong organisational and multitasking skills
High attention to detail
Strong communication and coordination abilities
Problem-solving mindset
Ability to work under pressure and meet tight deadlines
High integrity and accountability
Team-oriented with strong interpersonal skills

What Success Looks Like in 12 Months

Improved trip planning accuracy and reduced scheduling conflicts
Reduced border-related delays through proactive coordination
Accurate and timely operational reporting
Improved communication flow between drivers, clearing agents, and management
Measurable contribution to reduced empty kilometres and better fleet efficiency

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