Dispatch Officer

The Dispatch Person is responsible for coordinating the timely and accurate dispatch of goods to customers and project sites. This role involves preparing orders for dispatch, verifying quantities, ensuring proper packaging, scheduling deliveries, and maintaining accurate dispatch records. The successful candidate will play a key role in ensuring customers receive their orders on time and in good condition.

Key Responsibilities

Order Preparation & Dispatch

• Prepare orders for dispatch, ensuring all items are correctly picked, packed, and labelled.

• Verify quantities and product specifications against delivery notes and invoices.

• Ensure products are properly packaged to prevent damage during transit.

• Coordinate with production, warehouse, and sales teams to prioritise urgent orders.

Delivery Coordination

• Schedule and coordinate deliveries to customers, project sites, and other locations.

• Assign delivery routes and communicate schedules to drivers or delivery personnel.

• Liaise with customers to confirm delivery times and address any special requirements.

• Monitor delivery progress and resolve any delays or issues that arise.

Documentation & Record Keeping

• Prepare and maintain accurate dispatch records, including delivery notes, waybills, and proof of delivery.

• Ensure all dispatch documentation is signed and returned promptly.

• Update inventory records for goods dispatched.

• Prepare daily and weekly dispatch reports.

Quality Control

• Inspect goods before dispatch to ensure they meet quality standards.

• Report any damaged or defective items to the relevant department.

• Follow up on returned goods and manage reverse logistics where necessary.

Fleet & Vehicle Management

• Ensure delivery vehicles are in good working condition and properly maintained.

• Monitor fuel usage and vehicle servicing schedules.

• Ensure drivers adhere to safety and road regulations.

Customer Service

• Communicate professionally with customers regarding delivery status and timelines.

• Resolve customer queries or complaints related to deliveries.

• Build positive relationships with customers through reliable and timely service.

Stock & Inventory Support

• Assist with periodic stock takes and inventory reconciliations.

• Report stock shortages or discrepancies to the Stock Controller or Warehouse Manager.

Qualifications & Experience

Education:

• Certificate or Diploma in Logistics, Supply Chain Management, Business Administration, or a related field.

• Minimum of 1–2 years experience in dispatch, logistics, warehouse operations, or a similar role.

• Experience in a manufacturing, retail, or distribution environment is an added advantage.

Skills:

• Good organisational and time management skills.

• Strong attention to detail and accuracy.

• Excellent communication and interpersonal skills.

• Ability to work under pressure and meet tight deadlines.

• Basic computer skills, including MS Excel and email.

• Valid driver's license is an added advantage.