Contracts - Site Operations Officer

Position Summary

As a Contracts Site Operations Officer, you will report directly to the Contracts Operations Supervisor and indirectly to the Contracts Manager.  You will be primarily located at your assigned client’s site. It is your responsibility to ensure that the transport operation at your site runs efficiently through maintaining effective procedures, competent staff and ensuring it is adequately resourced according to demand. You must also make sure that client stock is received and dispatched in good order, undamaged, and stored in the staging area in accordance with the Capital Group policies.  You are responsible for ensuring that client’s jobs are scheduled appropriately to maximise productivity and service.

1.    Key Responsibilities and Tasks

1.1    site management

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

• 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 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.
• 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.
• 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.
• Comply with the Capital 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 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.
• 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.
• Comply with the site safety rules and regulations at all times.

1.2    scheduling and fleet management

• Use your best endeavours to ensure all deliveries are picked-up and completed with the agreed timeframes on the client’s Service Level Agreement (SLA)
• Effectively allocate and schedule runs utilising your designated fleet of vehicles:
  • Schedule pick-up and delivery runs based on the most efficient route;
  • Possess an exceptional understanding of our service provision and our clients’ expectations to foresee issues and resolve them before they occur; and
  • Ensure that jobs are allocated to the correct vehicle type and do not exceed the vehicle’s carrying capacity at any time.
• Ensure that your allocation decisions comply with Company Policies and legislation with respect (but not limited) to Occupational Health and Safety, Work Health and Safety, and Heavy Vehicle National Law.  Such allocation decisions must ensure:

Manual handling:

• • Job information that presents a potential or actual manual handling risk are reviewed and controlled prior to allocation.

Fatigue management:

• • Workloads, or long-distance jobs, will not cause any driver to breach their maximum work hours in a day.

Load restraint:

• • Job information that presents a potential or actual load restraint risk are reviewed and controlled prior to allocation.

Speed:

• • Workload and communication with sub-contractors do not incentivise, or pressure a driver to breach speed limits

Mass and dimensions:

• • Goods within a job, or aggregate goods on a vehicle, do not breach the carrying capacity or dimensions of a vehicle.
• Ensure that all important information relating to jobs, including but not limited to sub-contractor correspondence, delivery issues and queries raised are recorded in the Notepad on the Transport Management System (“TMS”) against the relevant job
• 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.
• Communicate with the Fleet Management Department to coordinate on-site vehicle and equipment audits. You may be required to conduct these audits from time to time. When performing audits you must ensure:
  • All vehicles must be audited in line with the Vehicle and Equipment Audit Checklist; 
  • All vehicles meet the Capital Group’s Work Health and Safety (WH&S) policy and WHS legislation;
  • You must ensure our vehicle fleet is presentable by way of clean and tidy vehicles that are decaled in line with group policy;
  • All vehicles and sub-contractors must be photographed. These photos must be uploaded to the TMS and relevant folder; and  
  • Accurately identify and record specifications for all vehicles including but not limited to the gross vehicle mass (GVM), tare weight and carrying capacity of the vehicle onto the TMS and Vehicle and Equipment Audit Checklist.

1.3    Administration  

• Complete site KPI reporting as instructed by your Manager and/or the client.
• Provide data for site pricing to the internal Contracts team on a daily basis.
• Perform random audits on the following on a weekly basis:
  • Photos through ILogix to ensure delivery quality has been achieved; and
  • Proof of Deliveries (POD) through ILogix to ensure they have been executed correctly.
• 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.
• Review sub-contractor hours on the daily manifest against PDA tracking to ensure there is not discrepancies. This must be complete on a daily basis for all sub-contractors servicing your client.

1.4    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 Group’s Company Policies at all times.
• Ensure compliance with the Work Health and Safety (“WH&S”) responsibilities as outlined in section 3.

2.   Work Health and Safety (WH&S) Responsibilities

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

2.1    Employees must

• Cooperate with the Capital 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 CG’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 CG 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.

2.2    Supervisors are responsible for

• Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG’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 CG policies and procedures and escalating to the Manager and relevant key stakeholders;
• Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;

2.3    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 CG 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 CG 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.