Inventory/Dispatch Administrator at Staff Solutions

• Our client in the chemical industry, based in Pinetown KZN is looking to employ an Inventory/Dispatch Administrator who will be primarily responsible for active backorder management and strict inventory control, ensuring that all open orders are continuously tracked, prioritised, and fulfilled against verified stock availability

Duties

• Verifying stock prior to allocation and dispatch to maintain system and physical alignment.
• Closing pick slips accurately to confirm completion of warehouse execution.
• Tripping sales orders into the correct delivery routes, consolidating loads based on Next Delivery Dates (NDDs) to optimise transport efficiency.
• Coordinating and communicating with 3PL transporters to confirm schedules, resolve issues, and ensure execution of planned deliveries.
• The role maintains full integrity between Syspro system transactions, physical stock, and dispatch documentation, ensuring that no order is dispatched unless it is complete, accurate, and aligned across all operational areas.

Key Performance Areas:
Order Verification and Closure:

• Verify that all sales orders are closed by the daily cut-off time.
• Validate purchase orders (POs) to ensure accuracy and cleanliness using a DOTIF report.

Trip Planning and Route Optimization:

• Use the Syspro system to prepare trip sheets for each route and allocated vehicle.
• Ensure compliance with maximum legally allowed tonnage per vehicle.
• Optimize routes to maximize efficiency and meet delivery schedules.

Invoicing and Documentation:

• Generate accurate invoices and delivery notes for all dispatched orders.
• Ensure all documentation is complete, accurate, and compliant with company and regulatory standards.

Communication and Coordination:

• Liaise with 3PL transporters to confirm delivery schedules and resolve any issues.
• Communicate delays or issues to the relevant sales administrator and customers promptly.
• Maintain clear and professional communication with internal teams and external stakeholders.

Daily Dispatch Operations:

• Start the day by planning and preparing deliveries for multiple customers.
• Monitor dispatch progress throughout the day and address any operational challenges.
• Ensure all deliveries are executed according to the planned schedule.

Reporting and Accuracy:

• Run and validate DOTIF reports to ensure data integrity and operational accuracy.
• Maintain accurate records of all dispatch activities, including trip sheets, delivery notes, and invoices.
• Conduct regular checks to ensure no discrepancies in order processing or documentation.

Additional Tasks:

• Monitor stock levels in collaboration with warehouse staff to ensure availability for dispatch.
• Assist with resolving customer queries related to deliveries.
• Track and report on key performance indicators (KPIs) such as on-time delivery rates and order accuracy.
• Support the Regional Warehouse Manager in identifying process improvements for dispatch operations.
• Ensure compliance with health, safety, and environmental regulations during dispatch activities.
• Maintain an organized filing system for all dispatch-related documentation.

Minimum Requirements:

• Matric / Grade 12.
• Diploma or degree in Supply Chain / Logistics / Warehouse Management advantageous.
• Minimum 3 years’ experience in dispatch, warehouse, transport operations, or stock control, preferably in consumables.
• Minimum 1 – 2 years’ supervisory experience.
• Proficient in MS Office.
• Experience in Syspro (or similar ERP) essential.
• Driver’s License (Code 08) and own vehicle required.
• Forklift or pallet jack handling experience advantageous.
• Physically fit and able to perform manual handling tasks.
• Drivers license essential