Dispatch Supervisor

SUMMARY:
Dispatch Supervisor

POSITION INFO:
Qualifications

• Matric

Requirements / Duties

• 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.
• 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.
• 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
• Build and maintain solid relationships with all the company's 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.
• Communicate clearly and actively throughout the business units with the relevant
• stakeholders (sales team, company'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.
• Complying with Company procedures, rules, and regulations.
• Wear PPE at all times.
• Train and upskills staff to ensure they all adhere to the company's requirements

 

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