Dispatch Administrator - Johannesburg at FLSmidth

Role Purpose:

• Your overall task is to support the Works Manager and facility requirements according to the set procedure for this role as Dispatch Administrator. Take on full responsibility for all PODs and the administrative maintenance thereof as well as driving the facility invoicing to meet monthly targets.

Responsibilities and duties include but are not limited to:

• Confirm shipment – a system-driven function.
• Confirm as per SO and PO number.
• Receive collection documents signed by the driver.
• Confirm shipment on Aurora as per SO.
• Confirm dispatched items.
• Confirm loaded items as per the signed document by the driver.
• Confirm the date loaded.
• Confirm the form of transport.
• Capture signed collection notes on SharePoint.

PODs

• Liaise with clients to acquire proof of delivery documents.
• Analyse and ensure that the client’s data matches with FLSmidth.
• Collate and upload required documents (signed by the client) on MS Teams.

International shipments

• SAD500
• Manifest.
• Air Waybill.
• Customs Declaration Response.
• Customs Worksheet.
• Local shipments
• Signed and stamped delivery note by the client.
• Ensure Pods are sent for invoicing within 24hrs upon receipt of the signed and stamped delivery note.
• Collate and capture paperwork on MS Teams and send for invoicing.
• Capture all reports accurately and timeously.
• Maintain and update data on MS Teams and Shared Drive.
• Liaise and follow up with KES-FSS-INVOICING for invoices.

Dispatch

• Print Confirm shipment list from Aurora and confirm the loading area as per Aurora.
• Create a packing list.
• Collaborate and assist with the loading of customer orders to assigned vehicles.
• Confirm shipment as per sales order and dispatched items.
• Capture documents on teams and change status.
• Collect signed POD from drivers within the specified timelines.
• Analyse and capture POD on teams and send for invoicing.
• Follow up and resolve all overdue and/or outstanding POD queries.
• Work hand in hand with the logistics team across FLSmidth global.

What you bring:

• Diploma in business administration (NQF6) or equivalent qualification.
• At least 3 years’ experience in logistics and logical administration.
• Demonstrate ability to deliver in a fast past changing environment whilst maintaining high attention to detail.
• Strong customer service skills.
• Ability to build strong internal and external relationships.
• Excellent analytical and problem-solving skills.
• Strong Microsoft skills preferably in Excel, and Microsoft Word.
• Self-motivated and proactive attributes.