Docket Control Coordinator

Primary Purpose:

The Docket Control Coordinator is responsible for ensuring the integrity, completeness, and accuracy of manual docket processes across the business.

This role plays a critical part in identifying missing or unprocessed dockets used ensuring all sales and deliveries are accurately captured, reconciled, and billed.

The position supports revenue assurance, operational compliance, and data integrity by maintaining effective controls over docket usage and proactively identifying gaps in transactional processes.

Role and Responsibilities

Key Accountabilities:

Embody the Supagas Safety Vision “Think SAFE, Work SAFE, Live SAFE” and Safety Expectations within all facets of the site and role

• Ensure a safe workplace for all staff, visitors and customers reporting all risks / hazards / incidents / near misses and accidents.
• Actively participate and facilitate safety risk assessments including Ready for Start-up Review (RFSR), HAZOP, MOC, HAZID and Design reviews
• Participate in the Emergency Response Plan (ERP) and help facilitate activities that are planned for the site.
• Understand the Supagas Critical Risks, the Controls and Enablers as per the Critical Risk Handbook and how they pertain to your role.
• Ensure all staff, visitors and contractors operate within Supagas safety rules including Permit To Work (PTW) requirements

Communication and Safety:

• Communicate and promote the Supagas philosophy of customer satisfaction through the "Yes We Can" value commitment.
• Promote and encourage a Safety-First approach
• Have a clear understanding of the Safety Management System and ensure that all personnel under the control of this position have been trained in its operation
• Reporting all risks / hazards / incidents / near misses and accidents
• Removing or modifying any unsafe processes or systems

Key responsibilities

1.Docket Control & Reconciliation

• Maintain oversight and control of manual docket book inventory across all sites
• Track issuance, usage, and return of docket books
• Identify gaps in docket sequences and investigate missing or incomplete dockets
• Reconcile docket usage against system transactions and delivery records

2. Revenue Assurance

• • Identify unprocessed or missing dockets and ensure associated sales are accurately recorded and billed
  • Liaise with operational teams to validate delivery details and recover missing information
  • Support timely and accurate revenue recognition
3. Data Integrity & Reporting

• Maintain accurate records of docket tracking, reconciliation, and resolution activities
• Monitor trends and identify recurring issues or risk areas
• Provide regular reporting on exceptions, outstanding items, and resolution status
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4. Process Improvement & Controls

• Ensure compliance with internal policies and procedures relating to docket handling
• Identify process gaps and recommend improvements to strengthen controls and reduce manual intervention
• Support system and process enhancements (e.g. improved handheld usage compliance)
  
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5. Stakeholder Engagement

• Work collaboratively with Operations, Branch Managers, and Logistics teams
• Follow up on outstanding issues and drive timely resolution
• Provide guidance and support to operational teams on correct docket processes
  
Key Relationships
Internal:

• Branches
• Customer Service Teams
• Admin Teams
• Logistics
• A&D Team
• Finance Team
  
External:

• Customers (via correspondence or escalated contact)
• Third-party vendors (as required)
• Contractors
• Agents & Dealers