The primary objective of the position will be the management of the outbound delivery process through planning and invoicing to ensure the products we supply are delivered in a safe and timely fashion, to meet and exceed the expectations of our customers.
Key Responsibilities:
GENERAL
- Maintains good housekeeping in the dispatch and receiving area.
- Ensure stock received from the assembly lines is stored in the correct rack allocation.
- Double check that stock assembled is approved by relevant departments as per job specific requirements.
- Ensuring that all products in the dispatch area are correctly tagged and stored in the correct location. It is also vital that products stored in the dispatch area are stored in the correct manner to maintain material preservation.
- Ensure packaging is at an excellent standard to both reflect the perceived quality and professionalism in the market and to ensure safety and stock safeguard during transport.
- Collects sales orders from the Internal Sales department and issues the sales order to the warehouse staff for picking.
- Collect Project based sales orders from the Internal sales department and issue to the production/operations manager before picking.
- Once assembly job cards are completed and the products delivered to the dispatch area by the production staff, you need to do the invoicing.
- Ensure the vehicle monthly check sheets is performed and submitted/uploaded.
- Ensure that all drivers maintain clean, safe and roadworthy vehicles at all time.
- Ensure vehicle licenses is renewed in time.
- Ensure vehicles are serviced as and when required.
- Perform monthly inspection on vehicles to ensure all safety equipment and spares are maintained and available. Escalate any non-conformances immediately.
- Assist with receiving as and when required and that all relevant processes are followed.
- Assist and plan general delivery and collections form third party suppliers etc and that the processes followed
- Assisting with stock count as and when required
- Point of contact for the companies chosen bulk transporter and courier
DISPATCH
- Managing the shipping of products for delivery purposes.
- Managing and overseeing all aspects of staging, packaging and dispatch of company goods.
- Dispatching of products efficiently.
- Ensures that security procedures are followed.
- Ensuring products are dispatched correctly, timeously and all procedures are followed
- Planning the daily deliveries in the most efficient manner possible to reduces costs and to ensure that no delays
- Wherever possible ensure that vehicles are pre-loaded the day before in order for the vehicles to leave as early as possible
- Ensures the goods that are loaded onto the company vehicle are packed in the prescribed manner to minimise the risk of damage to company or customer’s property
- Track vehicles to ensure that planned routes are followed
- Ensure branch transfers are dispatched and that the procedures are followed.
- Ensure the day to day collections and deliveries is done
RECEIVING
- Oversee the receiving process
- Assist as and when required
- Ensure that all items received is captured in a timely manner
- Ensure that all stock received is correctly labelled, stored in the correct rack location and/or transferred to the relevant department in a timely manner.
- Highlight any discrepancies related to the operations manager as and when identified
HUMAN RESOURCES
- Managing of the dispatch and receiving staff to ensure that the workload is performed timeously
- Carrying out of periodic staff appraisals
- Ensures that the delivery vehicles are well maintained (servicing and cleanliness) by the drivers
ADMINISTRATION
- Ensuring the all items on the sales order are invoiced correctly (price and quantities)
- Liaise with the account department, regarding accounts that are overdue or over limit. You will also need to (in conjunction with the accounts department) notify the relevant sales rep of accounts that are overdue or over limit.
- When needed, provide POD’s to internal or external stakeholders. This may take the form of courier waybills, delivery notes or invoices.
- Linking any waybills to the correct invoice.
- Writing out manual delivery notes, when SAP is down or for any other sound reason.
- When needed, issuing a computer generated delivery notes for deliveries to third parties.
- Reconciling the manual Delivery Note book on a weekly basis.
- Controlling the re-ordering and issuing of any manual delivery notes, Goods Return and Goods Receipt books and Purchase Requisition books.
- A record is kept when and to whom any of the above books are issued.
- Ensuring that the driver log sheets are filed in the correct manner
Qualifications and Experience:
- Grade 12
- Relevant Tertiary Qualification would be advantageous.
- Experience within a similar position.
