In-house Operations Assistant

SUMMARY:
The employee is responsible for overseeing the efficient and accurate dispatching of parts to support the service department and customers in a fast-paced truck dealership environment. This role requires strong organizational skills, attention to detail, and a solid understanding of parts inventory management, logistics, and customer service. The employee will ensure that all orders are processed timely, parts are correctly allocated, accounted for by ensuring the correct dimensions are captured and waybills are processed in TMS.

POSITION INFO:
Job Title: In House Operations Assistant

Location: Worcester


 Requirements:

• Matric
• Experience in similar Role
• Clear Crim Record
• Male candidate
• Computer literate and Knowledge of Dovetail program

Key deliverables and outputs

• Measure and weigh every part handed over by the Dealership and record the dimensions on Dovetail.
• Scan Deliveries to Delivery Manifests, ensure POD’s are received and upload on Virtual Postman/scan to the relevant XD
• Scan Waybills Destined for XD’s to Linehaul Manifests, ensure Linehaul manifests are updated to Transit Status once parts have been dispatched.
• Ensure Response Parts are kept aside when communication is received, scanned to a delivery manifest and updated once delivered.
• Plan Customer Deliveries, communicate with relevant employees and execute.
• Assist with loading when required
• Ensuring parts being dispatch all reflect on the Delivery/Linehaul Manifest
• Ensure Vehicle Departure cut-off times are adhered to.
• Debrief Customer Deliveries/collections and Drivers, ensure that the mobile device is used.

• Consistently demonstrate professional conduct and behaviour while on-site at the dealership.
• Track Deliveries and provide updates to the client when required
• Assist the client with closing queries
• Provide excellent customer service by responding to parts inquiries, providing accurate product information, and offering solutions to customer needs.

• Maintain accurate records of parts orders, deliveries, returns ensuring Dovetail updates and Virtual Postman updates are maintained.

• Ensure warranty parts handed over are verified against the Dealership’s Load List, ensure any discrepancies are reported immediately, dealership must endorse Load Lists before accepting the parts should there be any discrepancies or the parts must be rejected.

• Communicate Arrival and Departure times of vehicles delivering/collecting parts at the dealership via the correct whatsapp groups
• Report any incidents/accidents, any damages, any discrepancies or issues that may result in company being held liable for any claims/reputational damage immediately to your manager.

• Ensure that all SOP’s are adhered to, it is the employee’s responsibility to ensure that the SOP’s in place are understood and should escalate immediately if further information is required to ensure that the SOP’s in place are adhered to.

• Ensure all parts handling, dispatching, and delivery processes adhere to safety standards and company policies.
• Ensure PPE is worn at all times whist at the dealership premises

• Commitment to taking a lead role to ensure world class progression. To ensure that the Business Management System is maintained within your department/division.