Job Description

A position has become available for a Dispatch and Receiving Supervisor to join our dynamic team, based in Johannesburg, and reporting into the Operations Manager.Position details:Type: Permanent
Reports to: Operations Manager
Primary Purpose: The position is critical in being able to act as an interface between Finance and Operations departments. The position is also critical in assisting in the Company to meet the required service levels. 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. As our markets and products become more sophisticated it is critical that we focus on both our level of professionalism and perceived professionalism in the market. This will only be achieved by setting and maintain higher standards in terms of compliance with customer commitment, technical competence, and maintenance of quality standards. Company has the capability to grow significantly but the key to achieving this will be understanding and implementing the objectives of this position. Part of this function and responsibility is to ensure that all units are packed, strapped in a way to preserve the stock and to ensure that the dispatch process is followed. The secondary objective is to oversee the receiving process and to ensure that all items received is booked into the system in a timely manner. The role will further be responsible to perform/oversee critical quality checks being performed on local engineering components.Job description / core competencies:General:- Maintain 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 vital that products stored in the dispatch area are stored in the correct manner to maintain material preservation.- Ensure packaging is of 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 double check the stock to job-card and perform a visual quality check.- You are responsible to ensure invoicing is done prior to delivery and that the invoice is accompanied to the driver tray for them to be able to deliver and obtain sign-off/signature.- In certain cases, delivery note will be used i.e., when delivering on behalf of Company s customer.- Ensure the vehicle monthly check sheets are completed and submitted/uploaded onto Safecyte.- Ensure that all drivers maintain clean, safe and roadworthy vehicles always.- 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 compliance to Companys standards.- Assist with stock count as and when required.- Point of contact for the companies chosen bulk transporter and courier.- Manage all staff reporting to this position.- Completing time sheets and check time and attendance.- Address any HR related issues in a professional manner.- Scan serial number bar code prior to delivery.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 no delays.
- Wherever possible ensure that vehicles are pre-loaded the day before 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 customers 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 are done. Ensure packaging is of excellent standard to preserve and protect goods. Ensure unique serial code is scanned and created for traceability.Receiving:- Oversee the receiving process, these include but not limited to: All items returned for credit; Stock items ordered, services provided and repair and warranties.- Assist with receiving as and when required.- Ensure that all items received is captured in a timely manner tock/services/repair/return etc)- 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.- Perform/oversee critical quality checks.- Check that delivery notes from suppliers correspond to POs.- Ensure items for repair is received, relevant information obtained and booked in before handing over to the After sales team for assessment.- Request additional information as and when required.- 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.- Resolve HR related issues in a professional manner.- Ensures that the delivery vehicles are well maintained (servicing and cleanliness) by the drivers.Administration:- Ensuring 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 PODs 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 of computer-generated delivery notes for deliveries to third parties and keeping track of these.- Reconciling the manual Delivery Notebook 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 of when and to whom any of the above books are issued.- Ensuring that the driver log sheets are filed in the correct manner.- Ensuring that all dispatch related administration is well managed, and that all relevant documentation is returned and filed (delivery notes / waybills etc).- Ensure that daily/weekly deliveries are scheduled per driver.- Provide daily feedback regarding SO delivered.- Ensure that all documents for items received is issued to the receiving coordinator.Location: Johannesburg, GautengJob Qualifications, Skills & Experience:
Minimum Requirements:- Matric or equivalent NQF level 4 qualification.- Tertiary qualification (Logistics/Transportation management/Supply chain) would be advantageous.- MS Office word and excel - intermediate. 3 to 5 years experience in Dispatch and Receiving environment.- Previous supervisory and managerial experience is essential.- Own transport and drivers licence essential Forklift and crane licence advantageous.- Operational experience SAP experience or similar is essential.Critical Success Factors for the Position:- Excellent organizational skills and the ability to multitask.- The ability to work in a pressurized environment.- An understanding and passion for customer service.- Previous supervisory and managerial experience is essential.- SAP experience or similar is essential.- Good communication skill, both verbal and written.- Willing to go the extra mile.- Previous invoicing experience.- Oversee that the over counter sales area is maintained clean, neat and tidy.- Good technical knowledge and ability to read drawings.- Proficiency in all Microsoft Office applications, particularly in Excel.- Strong analytical and problem-solving skills.Company Description:
A Global company that does design and manufacture products, specialising in power transmission for various industries.This advert is being advertised in collaboration with our recruitment partner MCHIR.

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