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 Departments activities on a daily, weekly and monthly basis. Manage, monitor and improve the Departments 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 Departments 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 Departments operations. Complete and systematically file all daily checklists. Interview, select, coach, train, manage, and appraise the performance of the Dispatch Departments personnel. Problem solving, negotiate, and address staff challenges in the Dispatch Department. Continuously evaluate the Dispatch Departments 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 staffs clothing to ensure that they are dressed in a presentable manner that reflects positively on the Companys 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
