Logistics Coordinator and Driver

Introduction

The Company

White Desert Antarctica pioneers luxury polar travel, delivering unparalleled expeditions to the pristine Antarctic interior. Operating private flights from Cape Town, we offer access to one of the most remote regions on Earth through our exclusive camps.

Our experiences combine extraordinary adventure with world-class hospitality, each journey carefully crafted to be seamless, highly personalised, and transformative for a global clientele of discerning explorers.

Role Summary

The Logistics Coordinator is a fixed term, hands on operational support role within the Cape Town team. The Coordinator works closely with and assists the Logistics & Facilities Lead and Guest Experience team with the day-to-day execution of guest movements, transport logistics, driver coordination and operational requirements during the season.

The role is primarily focused on supporting the Logistics & Facilities Lead rather than owning the logistics function. The Coordinator will help ensure that guest itineraries are executed smoothly, vehicles and drivers are in the right place at the right time, and guests receive a professional and seamless experience throughout their time in Cape Town.

The role will also provide practical support with guest arrivals and departures, driving when required, luggage logistics, operational errands, vehicle checks and general on the ground assistance. The Coordinator may assist with facilities and other operational tasks as directed by the Logistics & Facilities Lead, particularly during quieter periods.

This is a practical, flexible role suited to someone who is reliable, organised, service oriented and comfortable being on the ground and responding to changing operational requirements.

Duties & Responsibilities

Primary Responsibilities

1. Guest Experience & Itinerary Support

• Assist the Guest Experience team with the practical execution of daily guest itineraries in Cape Town.

• Review daily movements with the Logistics & Facilities Lead and ensure the required drivers, vehicles and timings are confirmed.

• Assist with guest arrivals, departures, hotel transfers, activities, restaurants, safety briefings and airport movements.

• Be aware of guest locations and upcoming movements and assist with keeping the day's schedule running to plan.

• Assist with last-minute itinerary changes and guest requests as directed.

• Support VIP and high-net-worth guest movements with discretion and professionalism.

• Immediately communicate any delays, changes or potential issues to the Logistics & Facilities Lead.

2. Driving & Guest Transfers

• Safely and responsibly transfer guests, staff and crew to and from approved destinations.

• Drive guests when required and provide a warm, discreet and professional service.

• Assist guests with getting in and out of vehicles, loading and unloading luggage and opening doors.

• Ensure vehicles are clean, presentable, fuelled and ready before guest movements.

• Conduct basic vehicle checks before use and report any issues to the Logistics & Facilities Lead.

• Adhere to all traffic laws, regulations and company safety requirements.

• Maintain confidentiality and discretion regarding guest information at all times.

3. Driver Coordination & Support

• Assist the Logistics & Facilities Lead with daily driver scheduling, shift planning and trip allocation.

• Communicate guest movements, collection times, destinations and special requirements to drivers.

• Ensure drivers receive the most up-to-date itinerary and movement information.

• Assist with coordinating last-minute driver changes and additional transport requirements.

• Monitor driver punctuality, presentation and service standards and report concerns to the Logistics & Facilities Lead.

• Act as an operational point of contact for drivers during daily movements, while escalating issues to the Logistics & Facilities Lead.

• Assist with driver briefings and ensuring drivers understand the required guest-service standards.

4. Fleet & Vehicle Support

• Assist the Logistics & Facilities Lead with the day-to-day operation of the vehicle fleet.

• Support vehicle scheduling, routing and utilisation.

• Ensure vehicles are presented to the required brand and guest-service standard.

• Assist with vehicle cleaning, refuelling and readiness for guest movements.

• Complete basic vehicle checks and report maintenance or compliance issues promptly.

• Assist with taking vehicles for servicing, repairs, cleaning or other maintenance requirements when requested.

• Support accurate tracking of vehicle availability and operational issues.

5. Guest Arrivals, Departures & Luggage

• Assist with airport arrivals and departures and hotel transfers.

• Meet and greet guests at airports, hotels or designated meeting points when required.

• Assist with luggage loading, unloading, handling and distribution.

• Ensure guests and luggage are safely and efficiently transferred between locations.

• Support departure-day logistics and airport movements as directed by the Logistics & Facilities Lead.

• Assist with staff and crew movements when required.

6. Operational Run-Around & General Support

• Provide practical 'run-around' support to the Guest Experience and Logistics teams.

• Collect and deliver guest items, documents, equipment, gifts, supplies and other operational materials.

• Assist with sourcing and purchasing operational items when requested.

• Assist with setting up and packing down guest-facing areas, briefings and operational spaces.

• Assist with preparing refreshments, guest materials and welcome items.

• Support the team with ad-hoc operational requirements and last-minute requests.

7. Supplier & Transport Provider Support

• Assist the Logistics & Facilities Lead with communication and coordination with third-party transport providers.

• Assist with confirming bookings, timings and operational details with suppliers.

• Maintain professional working relationships with drivers, hotels, restaurants, activity providers and transport companies.

• Assist with monitoring supplier service delivery and report any issues to the Logistics & Facilities Lead.

• Assist with operational records and reconciliation information where required.

8. Facilities & Off-Season Operational Support

• Assist the Logistics & Facilities Lead with the upkeep and presentation of the Cape Town/Loop Street facility.

• Assist with maintenance, repairs and contractor coordination when requested.

• Help ensure operational and guest-facing areas are clean, organised and ready for use.

• Assist with building security, access and general facilities requirements.

• Support vehicle preparation, stock organisation and operational readiness during the off-season.

• Assist with general operational projects and tasks as directed by the Logistics & Facilities Lead.

9. Safety, Standards & Problem Solving

• Maintain a strong focus on safety across all guest, staff and vehicle movements.

• Respond calmly and professionally when plans change or unexpected issues arise.

• Identify potential problems and raise them with the Logistics & Facilities Lead as early as possible.

• Follow all company procedures relating to guests, vehicles, safety, confidentiality and operational conduct.

• Maintain the required professional and presentation standards at all times.

10. Guest Service & Professional Standards

• Maintain a warm, friendly and professional presence when interacting with guests.

• Provide a high level of customer service at every guest touchpoint.

• Maintain a professional appearance and demeanour at all times.

• Protect guest privacy and maintain complete confidentiality and discretion.

• Represent White Desert positively when interacting with guests, staff, drivers and suppliers.

• Be attentive to detail and willing to assist wherever needed to support a seamless guest experience.

Ideal Profile

• Reliable, punctual and high