Job Description

Value Vacancies – Dispatch Supervisor

Dispatch Supervisor

Company: Value Vacancies

Purpose of the Job
The Dispatch Supervisor is responsible for managing and coordinating all dispatch operations within a warehouse or distribution facility. This role ensures timely and accurate outbound stock movement, compliance with company procedures and safety regulations, and oversees a team of dispatch staff. The Dispatch Supervisor monitors KPIs, drives operational efficiency, and maintains the quality, safety, and security of goods and assets.

Key Responsibilities

Dispatch Operations

• Ensure all Standard Operating Procedures (SOPs) are understood, trained on, and consistently followed.
• Utilize business systems to manage and monitor dispatch processes effectively.
• Plan daily outbound stock dispatches to meet deadlines.
• Allocate staff resources efficiently according to expected volumes.
• Coordinate picking processes to align with dispatch schedules.
• Confirm availability of materials and equipment required for dispatch activities.
• Maintain stock and packaging condition, adhering to product handling requirements.
• Investigate and resolve discrepancies related to documentation, vehicles, seals, or dispatched goods.
• Liaise with relevant stakeholders to resolve issues within 24 hours.
• Manage vehicle arrangements to ensure timely dispatch.
• Control the handover process of stock to other departments according to system requirements.
• Ensure correct loading procedures and securement of goods before departure.
• Update and maintain Work in Progress (WIP) reports daily.
• Keep accurate dispatch documentation and filing.
• Analyse dispatch data and implement improvements based on insights.

Staff Management

• Lead, supervise, and motivate dispatch staff.
• Conduct efficient resource planning to meet daily operational demands.
• Monitor and control overtime, authorising only when necessary.
• Ensure all staff receive appropriate, up-to-date training.

Quality, Health & Safety, and KPI Management

• Communicate, track, manage, and report dispatch KPIs monthly.
• Promote continuous improvement initiatives within dispatch operations.
• Address potential issues proactively to prevent escalation.
• Ensure compliance with Quality Management System (QMS) procedures.
• Raise and resolve Non-Conformance Reports (NCRs), Non-Conformance Procedures (NCPs), and Improvement Opportunities (IOs) within five working days.
• Monitor QMS objectives and targets.
• Maintain compliance with Occupational Health and Safety Act requirements and conduct scheduled safety checks.
• Uphold high standards of workplace cleanliness and orderliness.

Material Handling Equipment (MHE) & Asset Management

• Ensure facility, stock, and asset security in line with Loss Control policies.
• Track and maintain assets, ensuring proper use and upkeep.
• Ensure all Material Handling Equipment is used efficiently and responsibly.

Minimum Requirements

• Grade 12 (Matric)
• Diploma or Degree in Logistics, Warehouse, or Business Management (beneficial)
• Minimum 5 years’ experience in logistics or warehouse operations, including at least 2 years in a supervisory/management role

Skills Requirements

• Excellent communication skills
• Proficiency in Microsoft Office Suite
• Proficiency in WMS, V7, My Business systems
• Strong attention to detail
• Analytical and problem-solving skills
• Accountability and decision-making abilities
• Leadership and management skills
• Ability to resolve discrepancies effectively

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