Dispatch Supervisor

Objective Personnel; Alberton; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Objective Personnel in Alberton is seeking a Dispatch Department Supervisor to oversee daily operations, coordinate deliveries and manage performance across the dispatch team.

You will plan activities, optimize resources, monitor safety and KPI targets, and work with Sales Admin, Finance, and drivers to ensure efficient service.

Qualifications

• Matric/Senior Certificate and warehousing qualification are required.
• Proven ability to oversee and coordinate dispatch operations and staff.

Responsibilities

• Oversee dispatch department operations to ensure timely stock delivery.
• Plan daily, weekly and monthly dispatch activities.
• Manage staff, equipment, and budget for the department.
• Monitor KPIs and SLAs; drive continuous improvement.
• Ensure safety compliance and PPE usage.
• Coordinate with Sales Admin, Finance, drivers, and suppliers.

Skills

Matric / Senior Certificate

Warehousing knowledge

Education

Matric / Senior Certificate

Warehousing qualification

Job description

Qualification

• Matric / Senior Certificate
• Relevant qualification within warehousing

Requirements

• The purpose of this position is to oversee and coordinate the daily operations of the
• dispatch team, ensuring the efficient and timely delivery of stock and to respond to
• emergency situations or deliveries .
• Enable continuous business performance improvement by planning, organising,directing, managing and evaluating the operations and budget of the DispatchDepartment.
• Identification of opportunities for Warehouse operation improvements .
• Manage staff, resources, and communication to optimize performance and meetorganizational goals.
• Planning and Coordination
• 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 andsuppliers.
• Plan, organise and direct the Department with regards to administrative services suchas signage, cleaning, installations, maintenance, repair and safety inspections.
• Monitoring and Tracking
• 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 andequipment 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 allcompleted checklists in a systematic manner.
• Internal Staff and Customer Relationships
• Build and maintain solid relationships with all company 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 ordersnot yet collected.
• Timeously responding to and resolving customer/sales staff communications byemail, meetings and/or telephone.
• Resolve all customer and internal staff warehouse queries timeously.
• Provide efficient and timeous service to all customers.

Duties

• 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.
• Supervisory Duties
• Communicate clearly and actively throughout the business units with the relevant stakeholders (sales team, comopany'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.
• Safety
• Complying with Company procedures, rules, and regulations.
• Wear PPE at all times.
• Train and upskills staff to ensure they all adhere to the OHS requirements.
• Always dress in a clean and presentable manner in the company's branded clothing.
• Physically monitor operations hands - on on the Warehouse floor and dispatch yard
• Manage and monitor the activities and performance of all Dispatch Employees .
• Monitor and manage the use of all resources within your department
• Manage and monitor the usage and maintenance of the company's distribution fleet
• Create and manage an information repository for clients (for deliveries) and suppliers for use by the Dispatch Department
• Handle all staff and client issues with the appropriate cultural sensitivity
• Must work in a team and be a team player.
• Must ensure all set deadlines for the Dispatch Department or any of its staff are met
• Positive attitude when receiving instructions from superiors and interacting with clients.
• Diligent, energetic and motivated at all times
• Respectful and professional in all forms of communication to Employees , superiors, clients and suppliers.
• Perseverance, helpful and patience when dealing with clients and staff
• Pro-active and resourceful in offering solutions to identified problems
• Work cooperatively at all times
• Professionalism and non - favouritism in handling of all staff issues in the Dispatch staff
• Carry out duties with evident dedication to get the job done
• High level of integrity
• High tolerance to diverse cultures and changing situations
• Significant Use of Memory to:
• Remember the policies and procedures of the organization
• Remember customer details and the names and faces of staff
• Remember health and safety regulatory requirements and other associated
• regulatory requirements .