Dispatch Supervisor FULL TIME & PERMANENT

Purpose of the Job
The Dispatch Supervisor is responsible for overseeing and coordinating all dispatch-related operations within a warehouse or distribution facility relating to stock movement. This includes the planning and execution of outbound logistics, ensuring timely and accurate dispatch of goods, and maintaining compliance with company procedures and safety regulations. The role also involves supervising a team of dispatch staff, monitoring KPIs, and continuously improving operational efficiency while maintaining the quality, safety, and security of goods and assets.
Key Responsibilities
Process

Ensure all Standard Operating Procedures (SOPs) are understood, regularly trained on, and adhered to within the dispatch function
Effectively use all relevant business systems to manage and monitor dispatch processes
Plan daily outbound stock dispatches. Ensuring time deadlines are achieved
Plan staff resources according to expected volumes to ensure efficiency
Oversee and coordinate the picking process to meet dispatch deadlines
Confirm availability of necessary materials and equipment for dispatch activities
Maintain the condition of stock and packaging, observing specific product handling requirements
Investigate and resolve discrepancies related to documentation, vehicles, seals, or dispatched goods
Liaise with Value when issues arise and ensure all issues are resolved within 24 hours
Coordinate vehicle arrangements to ensure timely dispatch
Control the handover process of stock to other departments or operations per system requirements
Ensure correct loading procedures and securement of goods before vehicle departure
Manage and update the Work in Progress (WIP) report daily
Maintain up-to-date and accurate filing of dispatch documentation
Monitor, maintain, and act upon dispatch reports, communicating outcomes to relevant managers
Analyse dispatch data and implement improvements based on insights

Staff Management

Lead and supervise staff performance in the dispatch area
Carry out efficient resource planning to meet daily operational needs
Monitor and minimise overtime, authorising it only when essential
Ensure all dispatch staff receive appropriate and up-to-date training

Quality, Health & Safety, and KPI Management

Ensure dispatch KPIs are clearly communicated, tracked, managed, and reported monthly
Promote and implement continuous improvement initiatives within dispatch operations
Take proactive steps to address potential issues before they escalate
Ensure compliance with Quality Management System (QMS) procedure
Ensure timely raising and resolution of Non-Conformance Reports (NCRs), Non-Conformance Procedures (NCPs), and Improvement Opportunities (IOs), aiming for closure within five working days
Monitor and maintain QMS objectives and targets
Uphold Occupational Health and Safety Act requirements and ensure all safety checks are completed as scheduled
Maintain high standards of workplace cleanliness and orderliness

MHE and Asset Management

Ensure the security of the facility, stock, and assets in accordance with Loss Control policies
Maintain and track assets, ensuring proper utilisation and upkeep
Ensure all Material Handling Equipment (MHE) is used efficiently and responsibly

Minimum Requirements

Grade 12 (Matric)
Logistics/warehouse/business management diploma/degree beneficial
5 years of experience in the logistics/warehouse industry with management roles and responsibilities for at least 2 of the 5 years

Skills Requirements

Excellent communication skills
Proficiency in Microsoft Office Suite
Proficiency in Systems (WMS, V7, My Business)
Attention to detail
Problem solving
Analytical Skills
Accountability
Management and Leadership Skills
Decision Making Abilities
Ability to solve discrepancies when highlighted