Dispatch Coordinator

SUMMARY:
The Dispatch Coordinator is responsible for overseeing all outbound logistics to ensure that customer orders are processed, packed and dispatched accurately, safely and on time. This role requires strong organisational skills, attention to detail and effective communication with Internal Teams, Drivers and Customers.

POSITION INFO:

Location: Vereeniging, Gauteng
Direct Reports to: General Manager

Role Purpose

The Dispatch Coordinator is responsible for overseeing all outbound logistics to ensure that customer orders are processed, packed and dispatched accurately, safely and on time. This role requires strong organisational skills, attention to detail and effective communication with Internal Teams, Drivers and Customers. The Dispatch Coordinator plays a key role in maintaining service excellence and supporting the Company''s commitment to reliable and efficient delivery operations.

Key Responsibilities

Order Processing & Dispatch Planning

• Coordinate the daily dispatch schedule, ensuring all customer orders are prepared and dispatched within agreed timelines.
• Verify order accuracy, quantities and documentation (delivery notes, invoices, certificates, etc.).
• Liaise with Sales, Stores and Workshop teams to confirm stock readiness and resolve any discrepancies.
• Prioritise urgent or time-sensitive orders to meet customer service levels.

Logistics & Transportation Management

• Arrange transportation for deliveries (internal fleet or third-party transporters).
• Allocate loads, plan delivery routes and optimise truck capacity to reduce costs and improve efficiency.
• Track delivery progress and provide updates to customers and internal teams.
• Ensure drivers receive the correct documentation and instructions before departure.
• Work closely with the Warehouse Team to ensure correct picking, packing and labelling of goods.
• Communicate packing requirements or special handling instructions.
• Monitor dispatch area workflow, ensuring goods are staged and loaded efficiently.
• Ensure all vehicles are serviced and roadworthy before dispatching drivers.
• Ensure the Diesel Tank onsite always has sufficient fuel.

Documentation & Compliance

• Ensure all dispatch documentation is complete, accurate and filed according to company and audit requirements.
• Maintain accurate dispatch logs and records for reporting purposes.
• Ensure compliance with company SHEQ requirements, including safe loading and handling practices.

Sales Communication

• Provide the Sales Team with delivery confirmations, dispatch times and expected arrival details.
• Handle customer queries professionally and resolve delivery issues promptly.
• Ensure high service standards and uphold the Company’s reputation for reliability.

Reporting & Administration

• Prepare weekly and monthly dispatch reports as required.
• Monitor delivery performance and escalate any recurring issues.
• Support management in process improvements related to dispatch and logistics.

Required Skills & Competencies

• Strong organisational and planning skills.
• Excellent communication skills (verbal and written).
• Attention to detail and accuracy.
• Ability to multitask and work under pressure.
• Problem-solving and decision-making ability.
• Strong teamwork and collaboration skills.
• Computer literacy: MS Office, ERP/CRM systems (experience with Syspro or similar advantageous).

Experience & Qualifications

• Matric / Grade 12 (required).
• A logistics, supply chain, or administration qualification is advantageous.
• Minimum 2–4 years of experience in dispatch and logistics coordination.
• Experience in a manufacturing or industrial environment preferred.
• Knowledge of dispatch processes, freight handling and transportation planning.

Personal Attributes

• Professional and customer-focused.
• Reliable, punctual and disciplined.
• High sense of urgency and accountability.
• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs)

• On-time dispatch rate.
• Order accuracy and documentation accuracy.
• Customer satisfaction related to delivery service.
• Reduction in dispatch delays or errors.
• Compliance with SHEQ and operational procedures.
• Efficient utilisation of transport resources.

Working Hours:

Location: Vereeniging, Gauteng
Direct Reports to: General Manager

Role Purpose

The Dispatch Coordinator is responsible for overseeing all outbound logistics to ensure that customer orders are processed, packed and dispatched accurately, safely and on time. This role requires strong organisational skills, attention to detail and effective communication with Internal Teams, Drivers and Customers. The Dispatch Coordinator plays a key role in maintaining service excellence and supporting the Company''s commitment to reliable and efficient delivery operations.

Key Responsibilities

Order Processing & Dispatch Planning

• Coordinate the daily dispatch schedule, ensuring all customer orders are prepared and dispatched within agreed timelines.
• Verify order accuracy, quantities and documentation (delivery notes, invoices, certificates, etc.).
• Liaise with Sales, Stores and Workshop teams to confirm stock readiness and resolve any discrepancies.
• Prioritise urgent or time-sensitive orders to meet customer service levels.

Logistics & Transportation Management

• Arrange transportation for deliveries (internal fleet or third-party transporters).
• Allocate loads, plan delivery routes and optimise truck capacity to reduce costs and improve efficiency.
• Track delivery progress and provide updates to customers and internal teams.
• Ensure drivers receive the correct documentation and instructions before departure.
• Work closely with the Warehouse Team to ensure correct picking, packing and labelling of goods.
• Communicate packing requirements or special handling instructions.
• Monitor dispatch area workflow, ensuring goods are staged and loaded efficiently.
• Ensure all vehicles are serviced and roadworthy before dispatching drivers.
• Ensure the Diesel Tank onsite always has sufficient fuel.

Documentation & Compliance

• Ensure all dispatch documentation is complete, accurate and filed according to company and audit requirements.
• Maintain accurate dispatch logs and records for reporting purposes.
• Ensure compliance with company SHEQ requirements, including safe loading and handling practices.

Sales Communication

• Provide the Sales Team with delivery confirmations, dispatch times and expected arrival details.
• Handle customer queries professionally and resolve delivery issues promptly.
• Ensure high service standards and uphold the Company’s reputation for reliability.

Reporting & Administration

• Prepare weekly and monthly dispatch reports as required.
• Monitor delivery performance and escalate any recurring issues.
• Support management in process improvements related to dispatch and logistics.

Required Skills & Competencies

• Strong organisational and planning skills.
• Excellent communication skills (verbal and written).
• Attention to detail and accuracy.
• Ability to multitask and work under pressure.
• Problem-solving and decision-making ability.
• Strong teamwork and collaboration skills.
• Computer literacy: MS Office, ERP/CRM systems (experience with Syspro or similar advantageous).

Experience & Qualifications

• Matric / Grade 12 (required).
• A logistics, supply chain, or administration qualification is advantageous.
• Minimum 2–4 years of experience in dispatch and logistics coordination.
• Experience in a manufacturing or industrial environment preferred.
• Knowledge of dispatch processes, freight handling and transportation planning.

Personal Attributes

• Professional and customer-focused.
• Reliable, punctual and disciplined.
• High sense of urgency and accountability.
• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs)

• On-time dispatch rate.
• Order accuracy and documentation accuracy.
• Customer satisfaction related to delivery service.
• Reduction in dispatch delays or errors.
• Compliance with SHEQ and operational procedures.
• Efficient utilisation of transport resources.

Working Hours:

• Monday – Thursday: 07:30 – 17:00
• Friday: 07:30 – 14:00

Remuneration:

• Basic salary between R 10 000.00 – R 12 000.00 + KPI commission (details discussed during the interview).

• Monday – Thursday: 07:30 – 17:00
• Friday: 07:30 – 14:00

Remuneration:

• Basic salary between R 10 000.00 – R 12 000.00 + KPI commission (details discussed during the interview).