Job Description

Introduction:Starke Ayres is the foremost African specialist and global supplier of premium vegetable, flower and lawn seed varieties both for commercial and home garden planting.Description:Starke Ayres is the foremost African specialist and global supplier of premium vegetable, flower and lawn seed varieties both for commercial and home garden planting. The following position has become available for a Receiving and Dispatch Clerk, based in Pietermaritzburg. The purpose of this role is to ensure that all dispatches are executed promptly and efficiently in line with customer requirements.The Receiving and Dispatch Clerk is responsible for planning and coordinating customer deliveries to ensure efficient, timely, and cost-effective dispatching of orders. This role involves overseeing vehicle loading, invoice management, dispatch arrangements, proof of delivery processing, and general warehouse duties. The ideal candidate will have strong organizational skills, attention to detail, and experience in logistics or warehouse coordination.RESPONSIBILTIEIS:Route Planning & Delivery Coordination

• Plan and coordinate customer deliveries to optimize efficiency and cost-effectiveness.
• Ensure timely and accurate dispatching of orders.
• Conduct post-trip debriefings to assess delivery performance and address any issues.

Loading of Vehicles and Containers

• Request necessary labour from the Depot Supervisor to ensure adequate workforce availability.
• Inspect containers and vehicles for defects before loading, reporting findings to the Distribution Centre Supervisor.
• Supervise loading and offloading to prevent damage and ensure product security.
• Ensure stock received aligns with documentation and report discrepancies.

Invoice Management

• Verify that all invoices align with pre-planned delivery schedules.

Dispatch Arrangements

• Coordinate dispatch via company transport, couriers, and subcontractors.
• Arrange collection and delivery appointments.
• Complete and manage dispatch documentation.
• Communicate with customers, including COD (Cash on Delivery) customers, regarding delivery times.
• Ensure stock dispatch matches customer order picking lists.

Proof of Delivery (POD) & COD Management

• Ensure fully completed and signed PODs are received for all dispatched goods.
• Match and file PODs with corresponding orders and invoices.
• Track outstanding PODs and report discrepancies.
• Reconcile COD payments and hand over funds to the Admin Clerk daily.
• Maintain accurate documentation of all monetary transactions.
• Ensure stock returns align with customer claims and proper documentation is submitted for processing.
• Maintain an accurate and up-to-date filing system.

General Duties

• Perform additional tasks as assigned by the Depot Supervisor.
• Ensure warehouse security measures are in place.
• Assist colleagues when necessary.
• Maintain cleanliness and organization of work areas.
• Conduct regular stock checks and assist with bi-annual stock takes.
• Uphold company reputation through professional and responsible conduct.

This role requires a proactive and detail-oriented individual who can ensure smooth and efficient dispatch operations while maintaining high standards of accuracy and professionalism.Requirements:REQUIREMENTS:Qualification:

• Grade 12
• Warehousing Diploma (Preferential)

Experience:

• Previous experience in logistics, dispatch, or warehouse coordination.
• Familiarity with invoice processing and proof of delivery management.
• Experience working with subcontractors and courier services is advantageous.

Skills and competencies:

• Strong interpersonal and communication skills.
• Strong organisational and planning abilities.
• Attention to detail and accuracy.
• Ability to manage and coordinate multiple tasks effectively.
• Excellent communication and problem-solving skills.
• Knowledge of warehouse safety and security protocols.
• Strong administrative and documentation skills.
• Proficiency in Microsoft Office and basic computer applications.

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