Dispatch Admin & Support

SUMMARY:
Dispatch Admin & Support

POSITION INFO:
Qualifications 

• Matric 

• Provide company's customers with professional, friendly and efficient service in all forms of customer interactions with the Dispatch Department.
• File fuel slips and other relevant documents in the required format upon handover by drivers upon their return to the company's warehouse.
• Print sufficient templates and documents used in the Dispatch Department (checklists, trip sheets etc.)
• Handle and respond to all queries (telephonic, email or verbal) directed to the Dispatch department.
• Type out delivery notes for collections and deliveries when the system is down.
• Promptly advise Dispatch Supervisor of any issues with customers’ collections order, booking and/or cancellation of delivery slots booked, collections of pallets and any
• other issues reported by drivers or assistants during delivery trips.
• Order the stationery and consumables for the Warehouse, i.e., toners for printers, packaging material, etc.
• Obtain quotes for any products and services required by the Warehouse Manager and/or Dispatch Supervisor.
• Arrange Warehouse equipment repairs and servicing (printer and pallet jacks) with the prior approval of the Warehouse Manager and/or Financial Manager.
• Complete the daily operational checklists and file as required.
• Follow all Standard Operating Procedures (SOPs) and Service Level Agreements (SLAs) when executing your daily duties.
• Assist in the cleaning and upkeep of the Dispatch Department area (inside and outside)
• Arrange all time-based deliveries to ensure they are delivered to company's customers timeously.
• Arrange other transporters and ensure that they are dispatched on the agreed or booked dates.
• Make all special requirements as instructed by the customer, as indicated on the Customer and Booking Preferences List” and/or “Customer Order Checklist” (e.g. Makro, Edcon).
• Email invoices to customers where required for the purposes of booking of delivery dates.
• Book delivery slots for all customer orders that require booking (e-mail, telephone or website) and communicate to the Dispatch Supervisor, Driver and other relevant parties (thought the notice board, verbally, e-mail and telephonically) including
• Representatives of logistics companies responsible for company's deliveries (e.g. Value).
• Generate manifests for company's deliveries where required.
• Acknowledge PODs on SAP for all completed deliveries and keeping of the records thereof
• Review all goods (including the packaging) designated for collection by customers or other transporters to ensure that they are in a clean and orderly manner which is acceptable to the customer.
• Check that all orders ready for collection is correctly packed and labelled.
• Check the goods due for collection to ensure that they are the correct carton quantities and correct orders after the security check, before loading.
• Provide the customers and/or suppliers with the relevant document and ensure that same is signed-off as required for all collections.
• Check all orders to ensure that the goods or stock due for collection by customers were correctly picked.
• Notify the customers and/or Sales Representatives immediately when a customer’s order has been picked and invoiced and is ready for collection.
• Conduct daily telephonic follow-up calls to customers and/or Sales Representatives for all orders that have been in the collections area for three days or longer.
• Return all cancelled collection orders to the Receiving and Returns Department with the appropriate documentation.
• Provide assistance to the Drivers and Assistants when loading or off-loading, where required.
• Order CHEP pallets as required, write out issue slips for all CHEP pallets leaving the Warehouse.
• Capture all CHEP pallet slips onto to the CHEP system.
• Request CHEP PODs from the third-party logistics companies carrying out deliveries on behalf of the company 
• Process invoices for CHEP pallets not received by customers and handover the documentation to the relevant staff in the Accounts Department.
• Arrange collections of the pallets from the customers’ premises and inform the Drivers accordingly
• Check and confirm that all checked orders (four pallets or less) in the staging area, are pulled and staged into the Dispatch area within 15 minutes of being checked by Security.
• Orders made up of 5-10 pallets, should be pulled and staged into the Dispatch Area within 30 minutes
• Check and confirm that orders in the Dispatch Area are staged in the correct section (e.g. Collections Area, Orders Due for Delivery etc.) and are labelled as required where the delivery date is not current or not yet confirmed.
• Confirm that goods or stock due for collection by customers are safely staged with the correct documentation in the collections cage in time for collection by customer
• Fill in for the Dispatch Supervisor in his absence.
• Attend to the Supervisor duties to ensure smooth running of the Department.
• Ensure that the policy and procedure is practices and adhered to at all times.
• Provide necessary instructions to the Drivers and Assistants to ensure that all orders are staged and collected in a timeous and orderly manner.
• Continuously monitor the conduct of the Assistants to ensure that the assistants are conducting themselves in a professional, friendly and energetic manner when conducting their duties.
• Maintain a safe and clean work environment by keeping shelves, pallet area, and workstations neat.
• Sweep, dust and mop the work area to ensure a safe work environment at all times.
• Maintain a clean shipping supply area at all times.
• Complying with Company procedures, rules, and regulations.
• Wear PPE at all times.