Cross Dock Depot Controller at Vector Logistics

Job Purpose

• To manage and maintain the cross-dock team at the depot, thereby ensuring that productivity and performance are maximized.
• To oversee and control the Inbound, sortation and Outbound processes in order to have efficient flow through the facility and ensure the accurate loading of stock at the correct temperature. 

Key Responsibilities

Inbound Control:

• Control the daily receiving process by receiving products in good condition.
• Ensure Standard Operating Procedures and Business Processes Training is followed and conducted for all Outbound trucks. 

Outbound Control:

• Control the functions of outbound, ensuring products are dispatched out to customer.
• Ensure Standard Operating Procedures and Business Processes Training is followed and conducted for all Outbound trucks.
• Ensure that all orders leave the warehouse correctly packed and damage free.
• Load the products in the correct sequence, per customer on the correct vehicle so that the vehicles can depart on time.
• Ensure all invoicing has been completed accurately and correct where necessary.
• Manage and facilitate the process of loading goods onto trucks and ensure all products are sealed for transport to customers.

Customer Liaison:

• Deal with issues around damaged stock or stock shortages.
• Check that details on invoices coincide with those on the orders.
• Notify customers should any transport incident have a likely impact on delivery.
• Work with the planners at the control tower to schedule customer deliveries according to the time window process and optimization of route adherence.
• Verify orders and liaise with customers on point of receiving, making use of the SAP System.

Stock Control:

• Oversee and control all returns be it due to shorts, overs and or cross picks identified on the routes and ensure that uplifts scheduled and carried out coincide with company protocol and or procedure.
• Track inbound/outbound damage trends, establish root causes and take the appropriate corrective action.
• Ensure frozen, chilled and ambient stock is kept in the appropriate condition.
• Liaise with the respective hub in concluding investigations of stock losses and assist in taking the appropriate course of action in eliminating the cause thereof.

Warehouse Maintenance Management:

• Monitor daily Absenteeism and or overtime on the BLICK system for all staff assigned to the facility.
• Manage and monitor the condition of the warehouse ensuring that:
• the warehouse is kept clean.
• damaged goods are dealt with according to Standard Operating Procedures.
• lighting is adequate and doors open and close easily.
• areas in need of attention are reported to the appropriate Manager for address.
• ll equipment and machinery are in good working conditions.
• Apply appropriate and relative housekeeping principles with the aim of ensuring compliance with Occupational health and Safety, Food Safety and ISO protocol, requirements and standards are maintained at all times.

Fleet Control:

• Manage the daily schedule.
• Check that a job card has been allocated to work and that the driver has managed to complete the form correctly.
• Ensure that drivers complete all forms and or all the checklist every morning and afternoon to establish if there are any concerns and or items of address.
• Request complaints and difficulties for the day and take the appropriate action.
• Manage and facilitate the process of loading goods onto trucks and ensure all products are sealed for transport to customers.
• Monitor transport performance against benchmarks by obtaining vehicle exception reports from the tracking department as a means of monitoring drivers conduct and vehicle performance such as:
•  speeding.
• excessive revving or braking.
• backdoor standing time.
• yard delays.
• Take the necessary disciplinary action depending on the particular instance or trend.
• Build a culture of asset care through counselling discussions with staff, particularly drivers.
• Consolidate, on an ongoing basis, accident / incident reports that display each driver’s conduct and make appropriate decisions on the sanction depending on the severity of the incident.
• Conduct physical checks on vehicles, identify areas that require attention and take the necessary action to resolve any issues.
• Analyze the details on the monthly vehicle inspection sheets and take the necessary action.
• Record the specific details of maintenance and repair requirements for each vehicle and send that detail to the workshop indicating the dates when vehicles will be required.
• Report daily to the Logistics Manager on the trucks, indicating trucks that have been booked off.
• Providing reasons for why trucks are not being utilized and when they are expected to be in use again.
• Reconcile hired trucks kilometers to supplier shipments on a daily basis.
• Ensure that all vehicles are used optimally by checking that they are loaded to capacity and updated on the Vehicle Utilization Report on a daily basis.
• Complete a daily Casuals Report indicating reasons why ad hoc casuals were used.
• Monitor daily Absenteeism and or overtime on the BLICK system for all staff assigned to the facility.
• Manage routes ensuring that time is optimized for each delivery.
• Keep diesel documents on a daily basis ensuring that they are reconciled to the Vector statement(s).
• Ensure that all traffic fines have been paid correctly and promptly.
• Control fuel-related issues regarding hired and Vector trucks.

Compliance Control:

• Ensure that all drivers have valid driver’s licenses and PDP’s.
• Ensure all staff members comply with health and safety requirements.
• Investigate and report on all injuries on duty (IOD’s).
• Implement safe working procedures.
• Verify temperature for the entire warehouse by analyzing the temperature worksheet.
• Ensure frozen stock is maintained at above minus 18 and chilled not below minus 1.
• Ensure staff understand and comply with the standards set by ISO 22 000 and HACCP.
• Certify that a new load always enters a clean and well-maintained vehicle highlighting the significance of quality.

Security Control:

• Investigate hijacking incidents to establish whether or not they are genuine cases.
• Ensure that all stock leaves the warehouse with proper documentation.
• Ensure cameras are focused on risk areas such as entry and exit points and on staff activity/inactivity to ensure staff are appropriately utilized and productive.
• Ensure that security staff check staff leaving for tea and lunch breaks.
• Ensure all trucks leaving the warehouse are sealed and recorded in a sealed register.
• Check the seals on warehouse doors on a daily basis.

Team Supervision:

• Train staff on the Standard Operating Procedures that serve to guide their approach to work.
• Implement the Standard Operating Procedures through consistent application and communication.
• Ensure that staff understand the procedures and sign off the relevant documents.
• Conduct weekly and or monthly meetings with staff in order to ascertain problems encountered and resolve associated issues.
• Manage staff performance in order to establish opportunities for development and harness strengths.
• Measure staff performance on a soft point system that includes punctuality and wearing the required uniforms, among others.
• Monitor staff using the hard point system that includes areas such as cash work; product shortages; handling of the track and accidents, among others.
• Report the consolidated performance and measurement analysis on staff notice boards.
• Deal with staff problems through one-on-one discussion striving to get to the root cause of problems.
• Manage casual staff by inducting them into the culture and clearly communicating rules to be followed.

Key Relationships

Internal:

• Finance department.
• Administration team.
• Call Centre.
• Human resource management team.

External:

• Suppliers and service providers.
• Government agencies.
• Road Traffic Management Corporation.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• A 3-year national diploma in logistics, fleet and/or warehouse management.
• Valid Code EB or EC Driver's License.
• Forklift license.
• A minimum of 3 years supervisory experience in a similar environment.

Skills and Competencies

• SAP system.
• Inbound, outbound and stock handling processes.
• Transport and road regulations and bylaws.
• Transport performance benchmarks.
• Vehicle specifications.

Skills:

• Financial management.
• People management.
• Planning, organisation and coordination.
• Computer literacy (MS Office).
• Verbal and written communication.
• Interpersonal.
• Logical thinking.
• Problem solving.
• Critical thinking.
• Decision-making.
• Conflict resolution.