Job Specification: Traffic Coordinator

Location: Johannesburg

Position: Permanent 

About the Role

Grapevine Media is looking for a highly organised, process-driven Traffic Coordinator to manage operational planning, rollout readiness, supplier coordination, stock control, and national distribution execution.

This is a highly administrative and operational coordination role focused on preventing problems before rollouts happen.

The successful candidate will ensure that distributors, suppliers, warehouse teams, and installation teams are fully prepared before campaigns go live. The role requires somebody who is structured, detail-oriented, proactive, and strong at follow-through.

This role is ideal for somebody who enjoys planning, checklists, timelines, operational control, and holding teams accountable to deadlines and processes.

The successful candidate will own and be accountable for the operational success or failure of campaign rollouts and will act as the operational link between Sales, Operations, Warehouse teams, Suppliers, and Regional Distribution teams nationally.

This is not an “admin support” role. This role is responsible for ensuring campaigns land successfully, operationally, and on time.

Core Accountabilities

• Own national rollout schedules and operational timelines
• Ensure all rollout documentation, stock, visuals, instructions, approvals, and operational requirements are complete before dispatch
• Ensure campaigns are operationally ready before rollout dates
• Manage communication between Sales, Warehouse, Suppliers, Distributors, and Installation teams
• Maintain accurate stock tracking, reconciliation, and operational records
• Follow up proactively with suppliers and distributors to ensure deadlines are achieved
• Identify operational risks early and escalate problems before they become emergencies
• Maintain rollout trackers, operational reports, QC logs, and installation records
• Manage and track photo submissions, proof-of-installation documentation, and operational reporting
• Coordinate regional teams telephonically and via email
• Conduct quality control checks on builds, installations, and rollout execution
• Attend operational meetings and ensure action items are followed through
• Enforce operational processes, timelines, and standards across suppliers and distribution teams
• Hold suppliers, distributors, and operational teams accountable to agreed timelines and deliverables
• Proactively challenge incomplete readiness before campaigns go live

Scorecard / Key Outcomes

The successful candidate will be measured on:

1. On-Time Completion Rate (OTCR)

• Campaigns completed accurately and on time nationally
• Reduction in rollout delays and operational failures

2. Team Readiness Scores

• Teams fully prepared before campaigns go live
• Documentation, stock, visuals, and operational requirements completed before dispatch

3. Quality Control (QC) Pass Rates

• Installations executed correctly and professionally
• Reduction in operational mistakes, reworks, and QC failures

4. Operational Planning & Follow-Through

• Reduction in last-minute emergencies and operational surprises
• Risks identified and escalated proactively before rollout deadlines

Required Skills & Experience

• 3–5 years’ experience in operations coordination, logistics, traffic coordination, project coordination, retail rollout coordination, or similar operational roles
• Strong administrative and organisational skills
• Advanced Excel, spreadsheet, and email management skills
• Strong attention to detail and process control
• Ability to manage multiple moving parts simultaneously
• Strong follow-up and communication skills
• Comfortable enforcing operational processes professionally
• Ability to work independently and remain calm under pressure
• Strong planning and prioritisation ability
• Comfortable managing teams remotely and telephonically
• Experience using stock control, inventory, ERP, or project tracking systems advantageous
• Valid driver’s license and own reliable vehicle preferred

Interview & Assessment Process

Shortlisted candidates will complete an operational simulation exercise as part of the interview process.

Candidates will be assessed on:

• Planning ability
• Prioritisation
• Problem-solving
• Operational judgement
• Attention to detail
• Escalation ability
• Communication under pressure
• Ownership and accountability

Personality Fit

This role is best suited to somebody who:

• Enjoys structure, planning, and operational control
• Naturally follows up and closes loops
• Is proactive rather than reactive
• Notices gaps before they become problems
• Is calm, firm, and solution-focused
• Enjoys checklists, timelines, and process management
• Takes ownership of operational outcomes
• Is highly reliable and detail-oriented
• Holds themselves and others accountable to high operational standards

Working Hours

• Standard office hours
• Availability after hours during major rollouts when required
• Occasional weekend standby support required
• Limited national travel may occasionally be required

Reporting Structure

• Reports directly to the Operations Manager
• Coordinates regional distributors, warehouse teams, suppliers, and installers nationally

Growth Opportunity

This role offers long-term growth into a senior operational coordination or distribution management position as the business expands.

Start Date

Immediate availability preferred.

If you are highly organised, process-driven, operationally strong, and enjoy taking ownership of fast-moving operational environments, we’d love to hear from you.