Warehouse Operator - Distribution Documentation

About the role

Q-Sourcing is hiring a Warehouse Operator in Ruiru to ensure accurate quotations for new transport business through effective coordination with Third-Party Service Providers, while keeping distribution documentation organised, accessible and compliant.

Key responsibilities

• Pricing: quote new transport business accurately and on time, coordinate with Third-Party Service Providers on rates, capacity and lead times, and review cost inputs to protect margins.
• Document handling: collect and verify signed delivery documents including Proof of Delivery (POD) and invoices, track POD timelines, resolve incomplete or disputed records, and enter delivery details into the system.
• Scan and upload signed PODs and related documents, keep hardcopy and electronic records indexed and backed up, and file them according to SOP retention periods.
• Reports: submit daily POD status reports, weekly POD summaries and KPI reports, forward monthly client billing reports to Finance, and prepare POD records for audits.
• SHEQ: follow SOPs, report non-conformances, check shipment conditions, ensure PPE compliance, guide drivers during docking, and train new staff on safe handling of tools.
• Communication: respond to client queries, support delivery partners, and help supervisors organise delivery workflows.

Required profile

• O-Level or equivalent qualification.
• Prior experience in document filing, archiving or logistics documentation is essential.
• Strong attention to detail and analytical skills to spot discrepancies in transport documents.
• Ability to work in a team and coordinate across departments.

Required skills

• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Transport management software such as SOLOPLAN and telematics systems.