Dispatch & Collections Supervisor

Phoenix Recruitment Limited; Roodepoort; On-site; ZAR 180,000 - 320,000; Full time

Job summary

Phoenix Recruitment Limited is seeking a capable Late Shift Warehouse Supervisor to assist the Late Shift Manager in supervising the outbound distribution, forklift operations, and dispatch activities during night hours.

The role emphasizes safety, inventory accuracy, and staff development, with responsibilities spanning from coaching teams to ensuring SOP compliance and timely responses to customer inquiries.

Qualifications

• Grade 12 or equivalent.
• Bachelor's degree or equivalent combination of tertiary qualification with work experience.
• Ability to motivate and develop direct reports.
• Forklift Certification is highly beneficial.
• OHSA trained.

Responsibilities

• Assist the Late Shift Manager with supervision of late shift distribution functions.
• Oversee safety and building condition during night hours.
• Coordinate with Warehouse Manager on issues and stock flow.
• Coaching, mentoring and performance management of direct reports.
• Schedule and supervise late shift staff and dispatch, ensuring accuracy and timeliness.
• Maintain inventory accuracy and participate in stock takes and cycle counts.
• Prepare reports on accidents, equipment problems and employee relations.

Skills

Leadership

Warehouse experience

Supervision

OHSA training

Forklift certification

SAP

WMS

Team communication

Discipline coaching

Inventory control

Education

Grade 12

Bachelor's degree or equivalent

Tools

Qwix

Microsoft Office

Job description

Duties:

• Assist the Outbound Manager and Late Shift Manager with the general management and supervision of the Late Shift distribution functions.
• Assist the Late Shift Manager to oversee the physical building and its contents during night work hours.
• Communicate regularly with the Late Shift Manager & Warehouse Manager regarding Late Shift Warehouse issues.
• Recommend manpower need based upon work volume.
• Ensure that operating expenses are kept at a minimum
• Communicate with all departments on information necessary to ensure maximum productivity with minimal errors.
• Communicate with the Day Shift Supervisor all information necessary to make for a smooth change of shifts.
• Regularly inspects facility for safety hazards and either resolve them or report them to the safety coordinator/representative as appropriate. Accountable for maintaining the physical condition of the warehouse and its equipment during the late shift.
• Prepare and compile reports on employee accidents, equipment problems and employee relation matters to facilitate smooth late shift operations.
• Evaluate all shrink issues on late shift and recommend necessary changes for improvement.
• Assist the Late Shift Manager to coach, mentor, develop and train direct reports, develop and implement specific objectives and performance measures for each functional area and individual to improve performance.
• Assist the Late Shift Manager in selection and hiring of new employees, evaluating employee performance, developing and implementation of action plans for improving employee performance.
• Assist the Late Shift Manager to schedule, assign, delegate and monitor late shift staff efficiently.
• Coordinate and supervise activities within the Late Shift department by scheduling work assignments, setting priorities, and directing the work of direct reports.
• Assist the Late Shift Manager to maintain and control the physical condition of the warehouse and supplies (general housekeeping) and ensure compliance with company and government policies and regulations (eg. OHSA).
• Supervise, interact, problem solve and provide direction for daily activities.
• Assist the Late Shift Manager to develop, supervise, measure, and drive inventory control methods relating to outbound activities that ensure inventory efficiency, inventory safety and inventory accuracy.
• Assist the Late Shift Manager to manage and supervise the recording and coordination of the flow of stock between inbound and outbound departments.
• Actively participate in regular stock takes and cycle counts.
• Assist the Late Shift Manager to maintain records, prepare reports, and compose correspondence relative to the work.
• Assist the Late Shift Manager to ensure that response times are achieved and maintained on customer inquiries.
• Take initiative and action to respond, resolve and follow up regarding customer service issues with all customers in a timely manner.

Outbound Department:

• Assist the Late Shift Manager in the management and supervision of the outbound department including but not limited to:
• Ensuring the implementation and adherence to standard operating procedures within the late shift department.
• Ensuring scanning of accurate bar coding and capturing of serial numbers on invoices.
• Ensuring speedy preparation (pick and pack) of stock for sale.
• Prioritization of urgent stock for sale.
• Maintenance of paperwork.

Dispatch Late shift:

• Supervision and assisting in the management of the dispatch late shift including but not limited to:
• Ensuring goods are accurately picked, packed and loaded into dispatch bays.
• Ensuring the implementation and adherence to standard operating procedures within the pick and pack department.
• Maintenance of good order and tidiness.
• Inspection of goods prepared for dispatch to ensure accuracy.
• Safe storage of invoiced stock in dispatch bays for loading the next day.
• Performance management of late shift dispatch staff.

Forklift Drivers:

• Supervision and assisting in the management of forklift drivers (late shift) including but not limited to:
• Scheduling work to optimize utility.
• Ensuring driver certification is up to date.
• Performance management of forklift drivers.
• Scheduled maintenance of forklifts.

Safety & Security:

• Ensuring the safety and security of all assets including but not limited to:
• Staff Stock Debtors Plant and Equipment Vehicles

Additional Responsibilities:

• Assist the Late Shift Manager in maintaining discipline within the warehouse environment.
• Assist the Late Shift Manager in the promotion of occupational health and safety practices and implementation and training of proper safety procedures and guidelines.
• Responsible to fully familiarise yourself with all company policies and procedures.
• Enforce all policies and procedures, including safety policies, in an effective and appropriate manner.
• Attend meetings, conferences, trainings and seminars when needed.
• Establish periodic goals and objectives, understand how they will be measured, receive feedback from management and work towards achieving these agreed upon results within the stated time period.

Requirements:

• Grade 12 (or equivalent)
• Relevant Bachelor's Degree or equivalent combination of a tertiary qualification coupled with work experience.
• Ability to motivate and develop direct reports.
• Drivers license
• Valid First Aid Certificate (Highly beneficial)
• OHSA trained
• Forklift Certification (Highly beneficial)
• Computer literate (Microsoft Office Package), SAP, Qwix (preferred)
• Supervision experience preferable in warehouse operations.
• General warehouse experience
• Experience in conducting disciplinary hearings, coaching and mentoring of direct reports and performance management of direct reports
• Logistics management experience
• Excellent knowledge of administrative systems and procedures
• Business acumen and good understanding of business processes and functions
• Experience with a comprehensive WMS and WMS driven processes
• Strong work ethic
• High level of energy and enthusiasm
• Service delivery and outcomes driven
• Team player
• Self-starter
• Attentive to details; accurate and thorough
• Strong planning, organization and customer relations skills.
• Excellent leadership and interpersonal skills, including but not limited to performance management (employee evaluations, discipline, corrective action, coaching) and interviewing.
• Ability to work independently, fast, and efficiently
• Strong computer skills and warehouse systems experience with emphasis on inventory management systems.
• Demonstrated ability to lead and manage a team and positively influence and motivate others.
• Risk awareness
• Analytical and problem-solving skills
• Excellent written and presentation skills
• Ability to remain calm and focused under pressure
• Flexibility to work in a changing, fast-paced environment
• Ability to think in terms of business outcomes / results
• Ability to plan, prioritise, coordinate and manage multiple, and often conflicting initiatives
• Ability to communicate effectively with all levels of the organization and external stakeholders
• Strong communication skills for engaging at both a junior and senior level.
• Strong administration skills.
• Ability to meet tight deadlines.
• Able to work individually and as part of a team.