Dispatch Administrator

SUMMARY:
A new opportunity is available for a Dispatch Administrator with our client in the Chemical and Hygiene industry, based in New Germany, Durban, KZN.

POSITION INFO:
The Dispatch Administrator is responsible for coordinating and overseeing the dispatch process for all deliveries in collaboration with the company’s third-party logistics (3PL) provider.

The role requires accurate and timely preparation of trip sheets, delivery notes, and invoices within the Syspro system, strict adherence to legal tonnage limits, and a high degree of precision in all documentation.

This individual will engage effectively with transporters, sales administrators, and customers to ensure smooth delivery operations and optimal customer satisfaction.

KEY PERFORMANCE AREAS

Order Verification and Closure

• Ensure all sales orders are closed by the daily cut-off time.
• Validate purchase orders (POs) for accuracy and completeness using the DOTIF report.

Trip Planning and Route Optimization

• Prepare detailed trip sheets for each route and assigned vehicle using Syspro.
• Confirm that all loads comply with legally permitted tonnage limits.
• Optimize delivery routes to improve efficiency and meet required delivery timelines.

Invoicing and Documentation

• Generate precise invoices and delivery notes for all dispatched orders.
• Ensure all documentation is complete, accurate, and compliant with company policies and regulatory requirements.

Communication and Coordination

• Liaise closely with 3PL transporters to confirm delivery schedules and address any operational issues.
• Promptly communicate delays or challenges to sales administrators and customers.
• Maintain professional, clear communication with internal teams and external stakeholders.

Daily Dispatch Operations

• Begin each day by planning and preparing delivery schedules for multiple customers.
• Monitor dispatch activity throughout the day and resolve operational challenges as they arise.
• Ensure all deliveries are executed according to the planned schedule.

Reporting and Accuracy

• Run and verify DOTIF reports to ensure data accuracy and operational integrity.
• Keep accurate, up-to-date records of all dispatch activities, including trip sheets, delivery notes, and invoices.
• Perform routine checks to identify and resolve any discrepancies in orders or documentation.

Additional Tasks

• Monitor stock levels with warehouse staff to ensure product availability for dispatch.
• Assist with customer queries related to deliveries.
• Track and report key performance indicators (KPIs), such as on-time delivery and order accuracy.
• Support the Regional Warehouse Manager in identifying and implementing process improvements.
• Ensure compliance with health, safety, and environmental regulations during dispatch operations.
• Maintain a well-organized filing system for all dispatch-related documentation.

MINIMUM REQUIREMENTS

• Matric / Grade 12.
• Minimum 3 years’ experience in warehouse or stock control, preferably within consumables.
• 1–2 years of supervisory experience.
• Proficiency in Syspro (or similar ERP system) is essential.
• Valid Driver’s License (Code 08) and own transport.
• Forklift or pallet jack handling experience advantageous.
• Physically fit and capable of performing manual handling tasks.

KEY COMPETENCIES

• Strong planning and organizational capabilities.
• High level of accuracy and attention to detail.
• Ability to lead and motivate a small team.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• Solid understanding of warehouse operations and safety standards.

BEHAVIOURAL ATTRIBUTES

• Proactive and self-motivated.
• Responsible and accountable.
• Team-oriented with strong leadership qualities.
• Quality- and safety-focused.
• Demonstrates integrity and reliability in all dealings.