Dispatch Supervisor

SUMMARY:
Dispatch Supervisor

POSITION INFO:
Qualification

• Matric / Senior Certificate
• Relevant qualification within warehousing

• The purpose of this position is to oversee and coordinate the daily operations of the
• dispatch team, ensuring the efficient and timely delivery of stock and to respond to
• emergency situations or deliveries .
• Enable continuous business performance improvement by planning, organising, directing, managing and evaluating the operations and budget of the Dispatch Department.
• Identification of opportunities for Warehouse operation improvements .
• Manage staff, resources, and communication to optimize performance and meet organizational goals.
• Planning and Coordination
• Plan the Dispatch Department’s activities on a daily, weekly and monthly basis .
• Manage, monitor and improve the Department’s operations effectively and efficiently.
• Optimal resource usage and productivity across all areas.
• Pre - load 80% vehicles for the following day deliveries.
• Plan for and manage the collection of pallets owed to the Company by clients and suppliers.
• Plan, organise and direct the Department with regards to administrative services such as signage, cleaning, installations, maintenance, repair and safety inspections.
• Monitoring and Tracking
• Keep track and record of all key costs incurred by the Department, i.e., Fuel Costs .
• Apply safety measures and monitor the safety of the stock in the dispatch area, in- transit to deliveries and in - transit from collection.
• Oversee the timely dispatch of stock due for delivery to customers .
• Overseeing the cost - effective planned maintenance of vehicles, machinery and equipment in the Department as the need arises and as scheduled.
• Produce reports and statistics on a daily, weekly and monthly basis or as required.
• Monitor all staff to ensure that daily checklists are completed and handed in.
• File all completed checklists in a systematic manner.
• Internal Staff and Customer Relationships
• Build and maintain solid relationships with all company stakeholders.
• Daily meetings with the Sales Admin and Finance teams to update on deliveries and
• enquire on any issues raised by clients with regards to deliveries and collections.
• Conduct daily follow - up meetings with the Sales Admin team or client on all orders not yet collected.
• Timeously responding to and resolving customer/sales staff communications by email, meetings and/or telephone.
• Resolve all customer and internal staff warehouse queries timeously.
• Provide efficient and timeous service to all customers.

• Review and understand the system functionality applicable to the Warehouse
• Dispatch Department Operations.
• Perform day to day management administrative tasks such as maintaining files and
• processing paperwork (e.g. fuel slips, PODs, Pallet Registers, Trip Sheets).
• Conduct debriefing with all the Drivers and Driver Assistants returning from delivery and/or collection trips on a daily basis.
• Manage and monitor all contracted 3PL parties’ operation to ensure they comply with the customers’ SLAs, and their housekeeping is according to Company standards.
• Compile and send out the standard required daily e - mail communications on Dispatch Department’s activities.
• Follow all Standard Operating Procedures (SOPs) and Service Level Agreements (SLAs) when executing your daily duties.
• Work in a manner that ensures all your KPIs are met continuously.
• Perform any other duties as required from time to time by the Warehouse Manager or Senior Management or any other member of staff delegated to assign duties to you.
• Supervisory Duties
• Communicate clearly and actively throughout the business units with the relevant stakeholders (sales team, comopany's clients and management).
• Prepare correspondence, reports, statistics related to the Department operations area of responsibility, and operations, maintenance, and safety manuals.
• Define or redefine key performance indicators for every role in the Dispatch Department to measure effectiveness of the Department’s operations.
• Complete and systematically file all daily checklists.
• Interview, select, coach, train, manage, and appraise the performance of the Dispatch Department’s personnel.
• Problem solving, negotiate, and address staff challenges in the Dispatch Department.
• Continuously evaluate the Dispatch Department’s operations and highlight potential problems or opportunities identified in the operation.
• Cultivate a culture of teamwork in the Dispatch Department.
• Check that all staff in the Department adhere to PPPs for their role and apply remedial action as required.
• Compile, maintain and adhere to a Vehicle Maintenance Schedule for all company vehicles.
• Update (SAP), report (e - mail) and file all reported and identified client address discrepancies.
• Manage and maintain staff performance levels to ensure KPI and SLAs are met continuously.
• Institute disciplinary proceedings with the HR Department on any Employee who fails to adhere to the KPIs, PPPs, JDs and any other documented regulations or measures.
• Escalate any incidents pertaining to the Dispatch Department that require the involvement and attention of the Warehouse Manager and/or senior management.
• Carry out any other duties as maybe required by the Warehouse Manager and/or Company Senior Management time to time.
• Check all staff ’s clothing to ensure that they are dressed in a presentable manner that reflects positively on the Company’s image .
• Collect data and ensure the performance of individual staff and/or teams in the Dispatch Department according to set KPIs.
• Safety
• Complying with Company procedures, rules, and regulations.
• Wear PPE at all times.
• Train and upskills staff to ensure they all adhere to the OHS requirements.
• Always dress in a clean and presentable manner in the company's branded clothing.
• Physically monitor operations hands - on on the Warehouse floor and dispatch yard
• Manage and monitor the activities and performance of all Dispatch Employees .
• Monitor and manage the use of all resources within your department
• Manage and monitor the usage and maintenance of the company's distribution fleet
• Create and manage an information repository for clients (for deliveries) and suppliers for use by the Dispatch Department
• Handle all staff and client issues with the appropriate cultural sensitivity
• Must work in a team and be a team player.
• Must ensure all set deadlines for the Dispatch Department or any of its staff are met
• Positive attitude when receiving instructions from superiors and interacting with clients.
• Diligent, energetic and motivated at all times
• Respectful and professional in all forms of communication to Employees , superiors, clients and suppliers.
• Perseverance, helpful and patience when dealing with clients and staff
• Pro-active and resourceful in offering solutions to identified problems
• Work cooperatively at all times
• Professionalism and non - favouritism in handling of all staff issues in the Dispatch staff
• Carry out duties with evident dedication to get the job done
• High level of integrity
• High tolerance to diverse cultures and changing situations
• Significant Use of Memory to:
• Remember the policies and procedures of the organization
• Remember customer details and the names and faces of staff
• Remember health and safety regulatory requirements and other associated
• regulatory requirements .