Debrief Clerk

Introduction

Job Summary

The Debriefing Clerk in the transport industry is responsible for ensuring that all transport documentation and records are accurate and up to date. This role involves reviewing and verifying driver logs, trip records, fuel receipts, POD documents, and other related documents to ensure compliance with company policies and regulatory requirements. Also ensuring all relevant documentation is loaded on Datatim. The Debriefing Clerk plays a critical role in maintaining the integrity of operational data and supporting efficient fleet management.

Duties & Responsibilities

Key Responsibilities

• Documentation Review:

• Review driver trip sheets, logbooks, fuel receipts, delivery notes, and POD documents for accuracy and completeness.

• Verify that all required documents are submitted and properly filled out.

• POD Management:

• Ensure that all POD documents are collected, verified, and recorded accurately.

• Address and resolve any issues related to POD documentation with drivers and customers.

• Maintain a secure and organized filing system for all POD records.

• Data Entry and Record Keeping:

• Accurately enter trip data into the company’s transport management system.

• Maintain and update records of driver hours, mileage, fuel usage, PODs, and other key metrics.

• Compliance Monitoring:

• Ensure compliance with company policies, procedures, and regulatory requirements.

• Identify and report any discrepancies or violations of company policies.

• Communication:

• Communicate with drivers to resolve any issues or discrepancies in documentation, including PODs.

• Coordinate with other departments (e.g., debtors) to ensure accurate data flow.

• Reporting:

• Prepare and distribute regular reports on fleet performance, fuel consumption, PODs, and other key metrics.

• Assist in the preparation of audit reports and compliance documentation.

• Support Functions:

• Assist in the preparation of debriefing materials and conduct debriefing sessions with drivers.

• Provide administrative support to the operations team as needed.

Desired Experience & Qualification

Qualifications and Experience

• High School Diploma or equivalent; additional certifications/ degree will be advantageous

• Previous experience in a similar role or in the logistics/transport industry will be advantageous.

Skills

• Strong attention to detail and accuracy.

• Excellent organizational and time-management skills.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).

• Good communication skills, both written and verbal in Afrikaans and English

• Ability to work independently and as part of a team.

• Valid driver's license and own reliable transport

Working Conditions

Environment

• Office-based role with regular interaction with drivers and other operational staff.

Hours

• Standard business hours, with potential for overtime during peak periods

Package & Remuneration

R15 000.00 CTC