Senior Courier Dispatch Clerk

Job Advert Summary

The Senior Courier Dispatch Clerk is responsible for overseeing the daily management of couriers and drivers, ensuring efficient dispatch and delivery processes. This role involves managing stock readiness for collection, coordinating drivers, overseeing packaging and dispatch processes, ensuring timely and accurate invoicing, and performing vehicle checks. Additionally, the Senior Courier Dispatch Clerk is responsible for liaising with courier partners, performing trip analysis, and providing staff training to maintain operational standards.

Minimum Requirements

• Education: A high school diploma or equivalent (Required). A degree in logistics, business management, or a related field (Preferred).
• Experience:
• • Proven experience in courier dispatch, logistics, or a similar role (3+ years preferred).
    • Familiarity with trip analysis tools (e.g., Cartrack) and vehicle management processes.
    • Experience with stock management and packaging procedures.
• Skills:
• • Strong organizational and multitasking skills.
    • Effective communication skills (both verbal and written).
    • Ability to manage time effectively and handle tasks under pressure.
    • Proficiency in Microsoft Office and courier management systems.
    • Attention to detail and the ability to solve problems efficiently.

Duties and Responsibilities

Key Responsibilities and Accountabilities:

Courier and Delivery Management:

• • Manage workflow for couriers and drivers daily: Oversee the daily operations of couriers and drivers, ensuring efficient and timely deliveries and pickups.
    • Ensure correct invoicing: Follow company procedures to ensure that orders are approved before invoicing, ensuring accuracy in all transactions.
    • Stock ready for collection: Ensure stock is ready for collection and properly checked by couriers to prevent any discrepancies or issues.
    • Follow up with sales on order readiness: Communicate with the sales team regarding orders ready or waiting for dispatch. Escalate orders pending for more than 72 hours to management for further action.
    • Stock packed and sealed: Ensure that stock is securely packed and sealed to prevent tampering or damage during transport.
    • Prepare for deliveries: Invoice delivery orders and collaborate with drivers to generate trip sheets. Ensure that drivers depart early to optimize delivery schedules.
    • Vehicle checks: Perform bi-weekly checks on delivery vehicles and provide feedback on vehicle condition to ensure safety and readiness.
    • Coordinate drivers: When drivers are not scheduled for deliveries, assign them to warehouse tasks and ensure effective utilization of resources.
    • Do trip analysis: Analyse trip data from Cartrack reports, providing feedback and suggestions to management for better operational efficiency.
    • Daily handover: Ensure that waybills and batch files are sent to the relevant team members daily for smooth handover and continuity.

Dispatch Management:

• • Dispatch area organization: Ensure that the dispatch area is clean, organized, and neat, with shelves properly stocked and arranged for quick and easy access.
    • Accurate dispatch of invoiced stock: Ensure that stock is dispatched according to the invoice details, verifying customer addresses and service codes.
    • Compliance with company procedures: Follow company procedures when dispatching items, checking stock against invoices before dispatching or booking waybills.
    • Manage packaging materials: Monitor and order packaging materials (e.g., boxes, tape, bubble wrap, etc.) in a timely manner to maintain efficient operations.
    • Courier liaison: Work closely with courier partners to manage collections and resolve any operational issues. Escalate matters to management as needed.

Training and Development:

• • Provide training: Offer training sessions to team members and ensure that the staff is kept up to date with company procedures and courier systems, ensuring compliance and operational efficiency.

Personal Skills and Attributes:

• • Attitude to Business: Demonstrate a professional and positive attitude in all internal and external interactions.
    • Crisis management: Display efficiency and calmness when working under pressure, effectively managing crises to ensure minimal disruption.

Timekeeping and attendance: Adhere to working hours as outlined in the employment contract and ensure punctuality in all tasks.