Planning and Admin Coordinator

Alistair Group is one of East and Southern Africa’s fastest-growing service companies, providing a variety of self-delivered logistics solutions with core competencies in road freight and operational hire of material handling equipment. The business has gone from strength to strength, growing quickly in both its geographical coverage and variety of services offered to clients. At the moment, the Group employs over 900 personnel, delivers services across sixteen countries and is poised for significant further expansion.

Core Competencies:

Material Supply
Customs Clearance
Road Freight
Material Handling
Storage and Warehousing
Offshore & Onshore Equipment Rental
Specialized Inspection Services

Vision
To be known as the company that makes Africa work better.

Company Behaviours
Honesty, Customer Focus, Continual Improvement, Humility, and Safety.

Accountabilities & Responsibility Areas
The Planning & Admin Coordinator supports the Planning & Admin Lead in securing, coordinating, and tracking subcontracted transport capacity for SCT operations. The role focuses on day-to-day planning support, subcontractor coordination, administrative control, and ensuring capacity commitments translate into executed movements.

• Work closely with the Planning & Admin Lead and SCT Broker to secure subcontracted truck capacity in line with daily and weekly planning requirements.
• Support outreach to subcontractors to confirm availability, truck details, and readiness to load.
• Track committed vs actual subcontracted capacity and flag gaps or risks early.
• Maintain updated subcontractor availability lists and capacity pipelines.
• Assist with daily and weekly load planning by aligning available subcontracted capacity with confirmed cargo.  Support allocation of trucks to trips as directed by the Planning & Admin Lead.
• Monitor execution status (planned, dispatched, loaded, completed) and escalate deviations.
• Ensure all subcontractor details (contracts, rates, truck details, driver information) are correctly captured and updated.
• Support the preparation and verification of trip documentation before dispatch.
• Maintain accurate records per trip number / reference for traceability.
• Assist in reconciling completed trips against planning and broker commitments.
• Act as a link between the SCT Broker, Planning team, and Operations to ensure information flow is consistent and timely.
• Support follow-ups with brokers and subcontractors on confirmations, changes, or cancellations.
• Ensure operational updates are shared clearly with relevant stakeholders.
• Support the Planning & Admin Lead with basic reporting on, Capacity secured vs required, Subcontractor performance and Planning adherence.
• Highlight recurring issues affecting capacity availability or execution.

EDUCATION, SKILLS AND QUALIFICATIONS

Qualifications & Experience

• Bachelor’s degree required; MBA preferred

• Minimum of 5 years’ proven experience in logistics, with exposure to finance, administration, and planning responsibilities

• Prior experience working in Africa is an advantage

Skills & Competencies

• Hands-on professional with the ability to work effectively with people from diverse cultural backgrounds and varying experience levels

• Strong organizational skills with excellent attention to detail

• Effective interpersonal, presentation, and communication skills

• Strong team player with a collaborative approach

• Flexible and adaptable, able to thrive in a dynamic, fast-paced, and evolving environment

• Proficient in English (written and spoken).

Why Join Alistair Group?

• Be part of a high-growth, pan-African organisation.

• Work in a values-driven environment built on honesty, customer focus, continual improvement, humility, and safety.

• Play a key role in strengthening financial governance during an exciting expansion phase.

The Company reserves the right to withdraw from the recruitment process at any time, at its sole discretion. The sharing of any aptitude test, assessment, or invitation to an interview does not constitute an offer of employment or guarantee any future employment with the company. Candidates acknowledge that progression through any stage of the recruitment process does not imply or ensure an eventual offer of employment. 
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