Transport Administrator (PA / Junior Office Manager / Operations Administrator)

Introduction and requirements

TRANSPORT ADMINISTRATOR

Location: Bellville / Northern Suburbs, Cape Town

Our client, a well-established company operating in the transport and logistics environment , is looking for a highly organised, proactive and confident Transport Administrator to become an integral part of their busy Transport Services team.

This is not a role for someone who prefers to sit quietly behind a desk waiting for instructions.

We are looking for a strong administrator who enjoys being at the centre of a busy operation — someone who can keep track of multiple priorities, follow up relentlessly, maintain order, anticipate what needs to be done and ensure that nothing falls through the cracks.

You will work closely with a busy operational team, providing essential administrative, coordination and commercial support across transport operations, subcontractor management, rates, quotations, compliance and general department administration.

Experience within transport, logistics, freight, fleet or a similar operational environment will be a strong advantage.

THE ROLE

As the Transport Administrator, you will be responsible for ensuring that the administrative and coordination functions within the Transport Services department run efficiently and accurately.

You will become a key point of contact between internal teams, transport subcontractors, suppliers and other stakeholders, ensuring that information, documentation, deadlines and processes are properly managed.

Your responsibilities will include

Transport Rates & Quotations

Assisting with the preparation, maintenance and updating of transport rates.

Supporting monthly diesel and other rate adjustments.

Ensuring transport rates and related information are accurately updated on relevant systems.

Assisting with transport costing and quotations for local, long-distance and cross-border transport.

Maintaining accurate rate sheets, quotation records and supporting documentation.

Assisting with the monitoring of transport costs and margins.

Subcontractor & Supplier Administration

Maintaining accurate and up-to-date subcontractor and supplier records.

Ensuring Service Level Agreements and supporting documentation are signed, renewed and properly filed.

Following up on outstanding documentation and compliance requirements.

Maintaining insurance, licensing, permit and other compliance records.

Assisting with the monitoring of subcontractor performance and service levels.

Maintaining accurate contractor registers and trackers.

Operational Coordination & Support

Providing day-to-day administrative support to the Transport Services team.

Liaising with transporters, suppliers and internal stakeholders.

Following up on outstanding information, documentation and action items.

Assisting with the coordination of transport-related requests and requirements.

Supporting the onboarding and administration of transport subcontractors.

Assisting with capacity planning and maintaining information relating to available transport providers.

Supporting the implementation and use of the company's transport systems and applications.

Reporting & General Administration

Maintaining spreadsheets, trackers, reports and departmental records.

Preparing and updating reports for management.

Ensuring filing and digital documentation are accurate and up to date.

Monitoring deadlines and following up to ensure deliverables are completed.

Assisting with general administrative and operational requirements within the department.

Identifying potential problems and proactively following up to find solutions.

WHO WE ARE LOOKING FOR

The ideal candidate is someone who is naturally organised and takes ownership.

You are the type of person who

Notices when something has been missed and follows it up.

Keeps track of multiple tasks and deadlines without needing constant supervision.

Is comfortable dealing with different personalities and stakeholders.

Can communicate confidently and professionally with managers, suppliers and operational teams.

Is not afraid to ask questions, follow up repeatedly and hold people accountable for outstanding information.

Remains calm and organised when things become busy.

Enjoys bringing structure and order to a fast-paced environment.

Takes pride in accurate administration and ensuring that things are done properly.

MINIMUM REQUIREMENTS

Previous experience in a strong administrative or coordination role.

Experience within transport, logistics, freight, fleet, warehousing, distribution or another fast-paced operational environment will be highly advantageous.

Previous exposure to transport administration, transporters, subcontractors, suppliers or operational teams would be beneficial.

Experience working with quotations, rates, costing, invoices or other commercial administration would be advantageous.

Strong Microsoft Office skills, particularly Excel .

Good systems and technology skills.

Excellent organisational and time-management ability.

Strong attention to detail and accuracy.

Excellent written and verbal communication skills.

Ability to manage multiple priorities and work effectively under pressure.

THE IDEAL PERSONALITY

We are looking for someone who is

Mature and confident.

Highly organised and proactive.

Assertive, professional and approachable.

Comfortable working with a variety of strong personalities.

Naturally good at following up and keeping people on track.

Reliable, dependable and accountable.

Solutions-driven.

Comfortable taking initiative.

Able to work independently while remaining a strong team player.

WHY THIS ROLE?

This is an opportunity to become a key support person within a busy and dynamic transport environment. You will have exposure to a broad range of activities, including transport operations, rates, quotations, subcontractor management, compliance and operational administration.

If you enjoy being the person who keeps things organised, knows what is outstanding, follows up until things are resolved and helps a busy team operate more efficiently, then this could be the ideal opportunity for you.

Please note that only shortlisted candidates will be contacted.