Dispatch & Logistics Administrator at West Coast Personnel

• A well-established company is seeking a highly organised Dispatch & Logistics Administrator to manage end-to-end dispatch processes, documentation, and coordination between the office, factory, and sales team.
• This role is critical in ensuring that all orders are accurately prepared, dispatched on time, and supported by complete and compliant documentation, while also providing light reception support.

Key Responsibilities

Dispatch & Logistics Coordination

• Arrange courier bookings (online, telephonic, and email) for incoming and outgoing shipments
• Generate waybills and ensure accurate shipment tracking
• Prepare, label, and package parcels and pallets according to order specifications
• Monitor deliveries to ensure timely distribution
• Coordinate customer and courier collections

Documentation & POD Management

• Prepare and verify all dispatch documentation against orders
• Ensure each shipment is supported by accurate delivery notes (products, codes, destinations)
• Maintain a structured electronic filing system for all documents
• Manage and follow up on signed Proof of Delivery (PODs)
• Ensure PODs are submitted timeously for invoicing and payment processes

Administration & Data Management

• Capture and maintain accurate data records
• Manage filing systems (electronic and manual)
• Utilise Microsoft Excel, Word, and Outlook for reporting and communication

Factory & Internal Coordination

• Liaise with factory staff to ensure correct packaging and labelling
• Ensure alignment between dispatch documentation and physical goods
• Interpret Dispatch Instructions (DIs) and communicate requirements clearly

Reception & Customer Support (±15%)

• Manage switchboard and welcome visitors professionally
• Assist with customer and sales rep queries regarding deliveries and collections

Key Requirements

• Strong attention to detail and high level of accuracy
• Excellent organisational and multitasking ability
• Clear and professional communication skills
• Ability to work in a fast-paced, deadline-driven environment
• Proficient in Microsoft Office (Excel & Word essential)
• Understanding of dispatch processes, PODs, and documentation

Experience

• 2–5 years’ experience in dispatch, logistics, or administrative coordination
• Experience with courier systems and dispatch documentation advantageous