Transport Coordinator

Job Objective:

Ensures proper execution of the Truck and Route Planning endorsed by the Transport Planning Team. Ensures on-time arrival in pick-up sites, on-time arrival in client sites, and complete and accurate delivery documents with truck crew.

Captures and understands reports from Order Fulfillment (OF) up to Warehousing in order to analyze and detect concerns with the orders should there be delays in the tail-end of the fulfillment execution. Comprehends concerns, if any, with the orders, with the picking, preparation and dispatch, and with delivery documentation. Ensures real-time updates from truck crew and validates with GPS in order to give real-time and accurate updates as well to Sales Team and even direct to clients. 

Captures and escalates to the Distribution & Logistics Manager the bad costs incurred, if any.

Coordinates with Supply Chain, Sales and Clients to ensure above objectives.

Key Duties and Responsibilities:

1) Coordinates with Warehousing teams (External Logistics Coordinators, TMM Team, and directly to External Warehouse Partners) and Truckers to execute the Truck Plan set for the next day.

1. Checks with truck crew their status in order to ensure on-time arrival in pick-up sites.
2. Measures percentage (%) Truck Arrival Timeliness in each Pick-up site. 
   1. Highlights in this report the late arrivals of each Trucking Partner.
   2. Escalates those recurring late arrivals by specific truck units, by truck crew members and by concerned Trucking Partners. 
   3. Notifies the Trucking Owner of these lapses in order to flag performance status which may resort to end-of-contract if no improvements would be seen. 
3. Completely and accurately prepares delivery documents to handover to assigned truck crew in TMM. For pick-ups in External Warehouse sites, External Logistics Coordinators ensures complete documents are handed over to truck crew. 
   1. Follows National Meats Inspection Service (NMIS) guidelines in preparing Certificate of Meat Inspection (COMI) or Meats Inspection Certificate (MIC).
   2. Prepares the Pilmico Meats Dispatch Receipt (MDR) for deliveries to clients and retail stores, and Pilmico Material Transfer Slip (MTS) for deliveries to TGM and for Transfers, if any.

2) Collates reports from the front-end of the fulfillment process in order to easily determine and relay gaps to Sales and clients should there be delays come the delivery date. Ensures to capture first thing the "headlines" so as to real-time update Sales and Clients.

1. Checks and understands the Order Summary (OS) filled out by D&S-OF Team should there be queries on the orders being fulfilled, on confirmed orders, on cancellations, and on exemptions. 
2. Checks the Loading Timeliness report in TMM and External Warehouse sites should there be concerns on delays why the truck left late in the assigned pick-up site. The Loading Timeliness report could answer if there were concerns in preparing the items, locating the items, queuing of trucks onsite, manpower concerns, documentation concerns, and so on.
3. Checks the Dispatch Attainment report in TMM and External Warehouse sites should there be concerns on why there are items unfulfilled and not loaded to the Delivery Trucks.
4. Directly coordinates with External Logistics Coordinators if there are concerns with the delivery documents handed over to truck crew since they are the ones giving Go-No Go signal to release trucks from External sites.
5. Fills out a checklist of delivery documents prepared for dispatches in TMM. Ensures complete and accurate documents--same with item 1.c.

3) Ensures on-time delivery to clients and stores. Ensures Transport Protocols are being followed and executed at all times. 

1. Coordinates with truck crew members to get real-time trip updates, and validates with GPS. Swiftly relay delivery updates to Sales Team and even directly to clients, especially on early morning deliveries. 
2. Each hour, publishes delivery updates via agreed group chat (currently, in Viber). 
3. Escalates right away to Sales and/or clients should there be late deliveries.
4. Ensures to know the entire story on the lapses before relaying information. 
5. Ensures responsiveness to Sales and clients, especially when there are delays already
6. Measures percentage (%) On-Time Deliveries
   1. Highlights in the On-Time Delivery report the late arrivals of each Trucking Partner.
   2. Escalates those recurring late deliveries 
   3. Notifies the Trucking Owner of these lapses in order to flag performance status which may resort to end-of-contract if no improvements would be seen. 
7. Monitors the most vital Transport protocol in reefer trucking--truck temperature. 
   1. Coordinates with truck crew members and validates in GPS the truck temperature at any given point in the trip.
   2. Measures percentage (%) of allowable drip loss per trip.
   3. Highlights in On-Time Delivery report the Drip Loss Performance
   4. Escalates those recurring high drip loss by specific truck units. 
   5. Notifies the Trucking Owner of these lapses in order to flag performance status which may resort to end-of-contract if no improvements would be seen. 

4) Captures and escalates to the Distribution & Logistics Manager the bad costs incurred, if any.

1. Driven by clients or stores
   1. Highlights the Returns and Pullouts 
   2. Highlights the delays in receiving our trucks by clients or stores
   3. Publishes a “Bad Costs - Client/ Store Driven” report with the root causes, along with the Php bad costs incurred on the above highlights
2. Driven by front-end of the process owners
   1. Highlights Bad costs incurred due to delays and/ or wrong instructions on Pick-ups.
   2. Publishes a “Bad Costs - Internal Pilmico Driven” report with the root causes, along with the Php bad costs incurred on the above highlights

5) Fills-out and updates the Delivery Monitoring with actual Trip Time Stamps, actual Received weight based on signed Pilmico MDR, and captured foreseen bad costs. Seeks approval from the Distribution & Logistics Manager in order to have Trip Ticket be noted with the said bad cost/s