Administrator at Intercape

Duties & Responsibilities:

Human Resource Management:

  • Foster productive working relationships with mutual respect.
  • Ensure compliance with all company policies and procedures.
  • Enforce disciplinary measures, especially for cabin attendants.
  • Keep immediate managers informed about daily activities, progress, results, and achievements.
  • Maintain confidentiality.
  • Assist Fleet Controllers in ensuring crew updates Happy Reports.
  • Enforce compliance with the company uniform policy.

Operational Administration:

  • Assist Fleet Controllers in managing complaints for timely resolution.
  • Ensure signed deduction and warning forms for discrepancies.
  • Report all Injury on Duty (IOD) cases to the HR department.
  • Manage Manifests and ensure timely completion of ATR within 24 hours of coach arrival.
  • File and maintain Briefing/De-briefing forms.
  • Compile daily Breathalyser reports.
  • Ensure completion and signing off of operational checklists.
  • Forward briefing forms to the receiving Depot.
  • Maintain documents, including coach permits, in blue bags.
  • Provide general administrative support to Fleet Controllers.

Customer Enquiries Handled:

  • Address customer needs accurately, promptly, and completely.
  • Refer unresolved customer complaints to relevant staff or management.

Dispatching Duties:

  • Outward dispatching (Briefing):
    • Print manifest.
    • Ensure blue bags have necessary contents.
    • Discuss route/permit with Pro Driver.
  • Inward dispatching (Debriefing):
    • Check and file paperwork.
    • Ensure return of all blue bag contents.
    • Check and return DVDs.
    • Verify S & T (Happy Report updated).
    • Ensure coach cleanliness and compliance.

Staff Declarations:

  • Require crew declarations before and after every trip.
  • Capture clear crew pictures by Breathalyzer PC.

Lost Luggage:

  • Log lost items in the system.
  • Make efforts to find the owner.
  • Secure lost luggage in a designated area.

Fleet Operations:

  • Maintain constant communication with Africa offices.
  • Support relevant stakeholders.
  • Report anomalies to the Africa Operations Manager promptly.
  • Follow up on operations concerning drivers, trailers, and coaches.
  • Ensure compliance with safety standards.
  • Assist in obtaining operating licenses and permits.


  • Administer general tasks, correspondence, and permit applications.
  • Upkeep and audit of files on a weekly/monthly basis.
  • Hold monthly meetings with the Africa Operations Manager.
  • Update the Operations Manager’s diary.
  • Sort emails daily.

Fines Administration:

  • Understand speed and fines policies.
  • Log information on the company system.
  • Maintain internal whiteboards.
  • Ensure effective utilization and record-keeping on relevant systems.

Industrial Relations:

  • Practice sound and fair labor relations.
  • Engage key consultants and stakeholders.
  • Record disciplinary actions systematically.
  • Attend to investigations promptly.
  • Provide advisory support to controllers, supervisors, managers, and stakeholders.
  • Manage hearing schedules and initiate disciplinary hearings.
  • Attend to SARPBAC/CCMA cases effectively.
  • Stay knowledgeable about HC discipline and Intercape’s policies.

System Management:

  • Ensure effective utilization and record-keeping on relevant systems.
  • Identify staff training needs for Intercape Systems.

Desired Experience & Qualification:

  • Grade 12.
  • 3–5 years of operational experience.
  • Proficient knowledge of the company, its divisions, associates, people, products, service, and website.
  • Operational environment experience.
  • Willingness to assist in general administrative duties.
  • Ability to work independently and as part of a team.
  • Focus on delivering high-quality work.
  • Ability to work under pressure and manage deadlines.
  • Excellent organizational skills.
  • Familiarity with Microsoft packages.
  • Own transport essential.
  • Ability to work shifts.

Note: Correspondence will be limited to shortlisted candidates. If you have not heard from Intercape within 1 month of the closing date, consider your application unsuccessful. By applying for this position, the applicant agrees that Intercape may solicit a criminal report, verify educational qualifications, and employment history. Intercape reserves the right to remove the advertisement before the closing date and not to appoint if a suitable candidate is not identified.

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