Receiving and Dispatch Controller

JOB PURPOSE

The core purpose of the role is to ensure the effective receiving & dispatch of goods according to company requirements.

KEY PERFORMANCE AREAS

• Receiving Control.
• Distribution Control.
• Administration.
• Warehouse assistance.
• SHEQ Integrated Management System control.

MAIN RESPONSIBILITIES

• RECEIVING CONTROL
  • Ensure all deliveries are received, checked, and confirmed correctly and timeously.
    • Receiving all stock delivered from a supplier or a return from a customer.
    • Ensure stock received via containers are correct and meets company quality standards.
    • Ensure that the stock colours match company standards.
  • Monitor, count & inspect the unloading of goods into the receiving department on delivery day.
  • Report all damaged stock/incomplete transfers to the Warehouse Supervisor immediately upon discovery thereof.
    • Ensuring that only good stock is received. Report any deviations.
  • Ensuring that all stock is correctly and neatly located, binned, and always displayed.
    • Ensure stock is binned timeously.
    • Ensure adherence to stacking and storage requirements at all times.
  • Ensure bins are tidy, always have bin numbers and stock labels.
  • Ensure all credits are checked, recorded, and returned to stock accurately and timeously.

• DISTRIBUTION CONTROL
  • Control logistics function, ensuring all orders are dispatched timeously, including:
    • Manage freight forwarders and ensure timeous collection from couriers.
      • Loading of Freight Forwarders Waybills.
      • Pre alerting the Freight Forwarders controllers, and the necessary staff, of what waybills are leaving.
      • Assisting with the tracing of waybills for Freight Forwarders.
    • Route planning.
  • Control dispatch quality, delivery times, transport costs and efficiency.
    • Ensure all picking slips are attended to timeously.
    • Prepare goods for dispatch.
    • Monitor, count & inspect the dispatching of goods to ensure orders are dispatched accurately.
    • Loading / offloading of vehicles.
    • Ensure vehicles are pre-loaded for early deliveries.
  • Prepare products for shipment or delivery.
  • Pack and load products onto vehicles according to company specifications.
  • Ensure dispatch accuracy as per picking slip, on time and in full.
    • Execute the most efficient and accurate loading and dispatching of all orders, as per picking slips.
  • Ensure IBTR’s (Inter-Branch Transfers) are completed as per company procedures.
  • Ensure clients who collect stock are assisted timeously and courteously and provided with accurate stock as per their order.
  • Ensure uptime of fleet to deliver on customer service requirements, including:
    • Preventative/ad hoc maintenance and readiness for unplanned downtime,
    • Ensure all vehicles are serviced as per service schedules.
    • Report all vehicle defects and services due to the Warehouse Supervisor.
  • Ensure all drivers comply with the Road Traffic Act.

• ADMINISTRATION
  • Always ensure effective receiving administration.
    • All receiving paperwork are completed accurately.
    • Ensure data systems are accurate and always updated.
  • Always ensure effective dispatch administration:
    • PODs submitted to Admin timeously.
    • All dispatch paperwork is completed accurately.
  • Control temporary labour requirements, in accordance with the receiving requirements.
    • Communicate temporary labour requirements to Line Manager in advance, to ensure planning for stringent receiving requirements.
    • Conduct induction training with all temporary labourers on a weekly basis.
    • Ensure all temporary labourers have the appropriate PPE before work.
  • Ensure responsibility for forklift control.
    • Ensure only licensed employees operate the forklift.
    • Conduct forklift inspections.
    • Ensure forklift maintenance is up to date.

• WAREHOUSE ASSISTANCE
  • Assist in another position if there is an operational constraint.
  • Perform regular cleaning tasks to maintain a clean, tidy, and sanitary warehouse environment.
    • sweeping floors.
    • dusting surfaces
    • removing debris
  • Ensure that all stock is correctly and neatly located, binned, and maintaining a tidy display of the products.
  • Accompany drivers on deliveries to provide assistance with offloading or loading products at customer sites.
  • Conduct stock counts, as required.
  • Assist in another position if there is an operational constraint.
  • Assist with driving responsibilities, including driving a company vehicle, if hold a valid driver’s license.
    • Comply with all traffic laws and follow safe driving practices while operating a company vehicle.
    • Loading and unloading deliveries.
    • Maintain accurate records of deliveries and ensure all relevant paperwork is signed and returned.
    • Provide excellent customer service.

• SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL
  • Ensure adherence to the OHS Act.
    • Take reasonable care for the health and safety of themselves of other persons.
    • Co-operate with the employer to enable prescribed duties or requirements to be complied with.
    • Carry out any lawful order given and obey the health and safety rules and procedures.
    • Report any unsafe or unhealthy situation to the employer.
    • Report any incident to the employer.
    • Comply with health and safety plans.
  • Ensure documented quality checks is completed on each shipment and review accordingly.
    • Ensure all packaging meets company standards.
    • Ensure all boxes are correctly labelled.
    • Report any deviations to the Warehouse Supervisor.
  • Participate in any Integrated Management System activities as required.
  • Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
  • Ensure adherence to all company policies and procedures.
  • Always maintain a high level of customer service levels standards.
  • Ensure the receiving area maintains and complies with standards of health and safety, and hygiene always.

KEY JOB REQUIREMENTS

QUALIFICATIONS

• Grade 12 or equivalent.
• Valid Forklift Drivers’ license.

EXPERIENCE

• 1 years’ experience in a similar position.
• 3 years’ experience in an operations / warehousing environment.

KNOWLEDGE REQUIREMENTS

• A thorough practical knowledge of best practises in receiving processes.
• Knowledgeable about health and safety regulations and procedures to ensure a safe working environment for all employees.
• Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at a basic level.
• Proficient in SAGE Evolution, or similar, at a basic level.
• The capability to prioritize tasks, work under deadlines, and meet receiving targets, whilst maintaining accuracy.