Warehouse - Crossdock Coordinator

Crossdock Coordinator

DEPARTMENT Contracts

REPORTS DIRECTLY TO Contracts Manager

REPORTS INDIRECTLY TO State Manager

NUMBER OF REPORTING RELATIONSHIPS 2

LOCATION Rydalmere, NSW

TRAVEL REQUIREMENTS Infrequent travel required within the metropolitan area

EMPLOYMENT TYPE Full time

EMPLOYING ENTITY Group Marketing and Administration Services

AUTHORITY TO ACT

This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.

NUMBER OF STAFF REPORTING DIRECTLY TO THIS POSITION 0

NUMBER OF STAFF REPORTING INDIRECTLY TO THIS POSITION 0

CRITICAL RELATIONSHIPS (INTERNAL)

• National Operations Manager
• State Manager
• National Account Manager
• Contracts Manager
• Contracts Department
• Operational Departments (Courier, Taxi Trucks, Fleet)
• Customer Service Department
• Sales and Account Management Department
• Risk and HR Department

CRITICAL RELATIONSHIPS (EXTERNAL)

• Existing sub-contractors
• Existing customers
• Suppliers

Position Summary

As a Crossdock Coordinator, you will report directly to the Contracts Manager. You must also make sure that client stock is received in good order, undamaged, and stored in the staging area in accordance with the Capital Transport Group policies. You are also responsible for ensuring that all employees, sub-contractors, casual labour personnel and any visitors to the site adhere to Capital Transport Group Health and Safety policies.

You must ensure the premises are clean, and all walkways and emergency exits are free from clutter and slip/trip/fall hazards. You must also perform daily and weekly reviews of all Materials Handling Equipment ("MHE") and report any defects as soon as possible to the Contracts Manager.

1. Selection Criteria

2. ESSENTIAL

3. Acute self-appreciation

4. Integrity
5. Effective time and task manager
6. Initiative
7. Champion of continuous quality improvement
8. Powerful and effective communicator
9. Results-orientated
10. Robust customer focus
11. Technologically adept, with a good understanding of Microsoft Office Suite
12. Strong organisational awareness
13. Leadership courage
14. Keen lateral thinker
15. Constructive impact and influence
16. Direction setting
17. People-focused

1.2 DESIRABLE

• Breadth of experience

• Transport industry experience

• Key Responsibilities and Tasks

• SITE MANAGEMENT

• You must ensure you meet the following performance measures and Key Performance Indicators (KPI):

Performance Measure Benchmark KPI

Ensure that any loss of clients' goods does not exceed the benchmarked KPI and is reported to the Claims Team Does not exceed a maximum of 1% of any individual consignment

Minimise damage to product and property through sub- contractor training Damage does not exceed a maximum of 1% of any individual consignment

Reviews of deliveries against delivery manifests Do not fall below 99% accuracy

• Perform daily checks of all Materials Handling Equipment ("MHE"), roof racks and stored products to promptly identify and report any defects or damage. You must arrange for any damaged equipment to be repaired within 24 hours and must ensure that the equipment is not used by any persons until it is repaired and fit for purpose
• Facilitate monthly toolbox meetings (unless otherwise specified in the client Service Level Agreement) with sub-contractors, ensuring the content is relevant to the work performed. The toolbox must:
• address any issues or concerns that arise as a result of the client's activities;
• include observations and feedback of the work being performed;
• include updates on any changes to the service that affect the sub-contractors; and
• Include facilitation of training to the sub-contractors that is developmental and/or performance based.

You must review toolbox meeting minutes to, confirm that meetings are being held, the minutes include sufficient content of what has been discussed, all outstanding items and training are addressed, and that the meetings add value to the client, our sub-contractors and workplace health and safety generally.

• You must respond to client queries within 24 hours of receipt. Where you are unable to rectify the issue within this timeframe you must contact the client to confirm receipt of the query and the anticipated completion date.
• You must ensure sub-contractors are using their PDA in accordance with Company Policy and the terms of their Sub-contractor Agreement. You must proactively perform daily checks to ensure compliance and provide additional training where required.
• You must assess the site on a daily basis to ensure there are no hazards and/or safety concerns. When conducting these daily inspections you must ensure the entire Warehouse premises, including the despatch area, are clean and tidy with no obstructions in the aisles (other than stock which is in the process of being put away on a daily basis) or exits. Where you identify a risk, you must use your best endeavours to identify and implement suitable control measures prior to escalating the issue to your Manager.
• Notify your Manager of any Warehouse consumables that need to be ordered on a weekly basis
• Ensure high visibility clothing is worn at all times within the Warehouse and despatch areas and ensure that the requirement to wear the correct personal protective equipment is enforced upon all employees, sub-contractors, labour hire personnel and visitors entering the despatch area.
• Monitor the number of goods in the staging area and number of bookings in the Transport Management System ("TMS") so as to liaise with the Contracts Schedulers within the Contracts Department to ensure that the correct number and type of vehicles are servicing the shuttle runs to cope with demand.
• Manage all quarantined goods to ensure that they are not held for longer than two business days of receipt. Where goods are kept on the premises for longer than two business days, you must escalate the issue to the Contracts Supervisor for resolution of the quarantined stock with the relevant client.
• Ensure that all goods that are to be despatched from the Warehouse have been accurately picked and have been audited by another Warehouse staff member prior to the despatch
• Ensure client orders are provided to the correct sub-contractors and that the despatch area operates efficiently through:
• Having goods despatched from the warehouse accurately picked, audited for accuracy by a Warehouse , and waiting in the despatch area for pick-up;
• Comprehensive auditing of the goods for any signs of damage, including the packaging itself;
• Clear communication with the relevant sub-contractors; and
• Not unduly holding up sub-contractors through inefficient processes or non-work related activities.
• Review all deliveries against the delivery manifest to identify any anomalies, defects or damage prior to signing the delivery manifest. You must ensure that you report any deliveries that are defective, damaged or not received in full to the Contracts Supervisor.
• When receiving goods you must ensure:
• All goods are received into the Warehouse in accordance with Capital Transport Group policies and procedures;
• You check that all received goods are not damaged and that they correspond with the information specified in the relevant paperwork prior to signing any paperwork to acknowledge receipt and acceptance of the goods; and
• Under no circumstances are you to accept any goods from a client that are damaged at the handover process. "Damage" includes packaging that has any signs of wear and tear, damage or has appears to have been repaired. Refer to the Packaging Standard document that is provided for detailed specifications.
• Comply with the Capital Transport Group's Work Health and Safety (WH&S) policies by ensuring that all employees, sub-contractors, visitors and labour hire personnel are properly inducted to our site ensuring:
• They are wearing appropriate Personal Protective Equipment (PPE);
• They have read, understood and signed the Capital Transport Group's induction handbook; and
• They are aware of our policies and culture, including but not limited to Sexual Harassment, Emergency Procedures, Manual Handling and Work Health and Safety policies.
• Ensure all security measures are followed by making sure that the Warehouse facilities are secure and alarmed as required.
• Liaise with the Contracts Supervisor to organise for the servicing and maintenance of the Warehouse equipment as required.
• Assist the Contracts Supervisor in conducting quarterly audits of the Warehouse Management System (WMS) reports to ensure the accuracy of stock levels.
• Make alterations to any storage systems as required to maximise storage space in order to accommodate prevailing stock configurations.
• Ensure that all rechargeable equipment is charged overnight so as to be ready for use the next day.
• Where there are any lost or damaged goods:
• Complete the Damaged / Lost Goods Incident Report;
• Report the loss or damage to the Contracts Manager as soon as you become aware of the issue; and
• Ensure that appropriate protocols are put in place to prevent the same problem from occurring again.
• Maintain an appropriate roster to ensure that the site is adequately resourced by taking into account public holidays, peak periods and off-peak periods.

2.2 GENERAL RESPONSIBILITIES

• Use your best endeavours to ensure that sub-contractors comply with legislation and Company Policies in relation to Work Health and Safety and industry best practice. You must further ensure that sub-contractors are not exposed to a situation or environment that observably poses a risk to their health and safety. You are further responsible for ensuring your direct reports are appropriately trained to identify and control known risks that exist in the performance of services.
• Escalate all incidents and near misses to the relevant stakeholders including but not limited to the Fleet Management Department and National Work Health and Safety Manager as they occur and assist with the investigation where required.
• Effectively communicate with colleagues and sub-contractors.
• Advocate both intra and inter co-operation of Departments.
• Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous at all times.
• Effectively communicate with colleagues, clients and sub-contractors by:
• Communicating in a constructive manner, particularly when managing and resolving complaints; and
• Ensuring that your communication is clear.
• Attend relevant meetings as required by your Manager or relevant key stakeholders.
• Attend one on one meetings with your Manager as required.
• Perform any reasonable tasks requested by your Manager; which may include, but is not limited to, being available for on-call work during peak periods.
• Assist with any administrative duties as required.
• Notify your Manager if you require additional training as soon as practicable.
• Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage.
• Ensure compliance with Capital Transport Group's Company Policies at all times.

• Ensure compliance with the Work Health and Safety ("WH&S") responsibilities as outlined in section 3.

• Work Health and Safety (WH&S) Responsibilities

All staff are responsible for the following safe work procedures and instructions:

3.1 EMPLOYEES MUST

• Cooperate with the Capital Transport Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
• Undertake all relevant training to carry out your responsibilities in line with CTG's policies and procedures and legislative requirements;
• Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
• Load Restraint;
• Mass and Dimension;
• Fatigue;
• Speed; and
• Vehicle Standards.
• Ensure that any potential or actual breaches of CTG policies and procedures are reported immediately to their Manager;
• Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
• Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

3.2 SUPERVISORS ARE RESPONSIBLE FOR

• Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CTG's policies and procedures and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CTG policies and procedures and escalating to the Manager and relevant key stakeholders;
• Assisting with any efforts undertaken by the Capital Transport Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;

3.3 MANAGERS AND SECTION HEADS ARE RESPONSIBLE FOR

• Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CTG policies and procedures, and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CTG policies and procedures;
• Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
• Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.

At the Capital Group we recognise our people are the driving force of our success, therefore our process of selection, induction and personal development is our prime focus.