Despatch Coordinator

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Main Purpose of the Role

Ensuring all necessary documentation is completed correctly and the shipment is correct and ready for despatch. Has the ability to respond to the needs of the business and embrace change.

Key Tasks and Accountabilities

1. Work in a safe and responsible manner adopting FSG Standards, ensuring safety for all.
2. Conduct pre-shift H&S checks, such as Hoist Crane inspections.
3. Maintain high standards of workplace housekeeping (5S duties).
4. Follow all quality procedures and processes.
5. Raise and distribute invoices and despatch notes using information from the logistics team.
6. Send despatch notes to brokers for customs paperwork and verify correctness before booking vehicle collections.
7. Ensure freight forwarders and customers have all necessary information for receiving parts.
8. Prepare Proof of Despatch documents, ensuring they are signed at the point of dispatch by drivers.
9. Print address labels and barcodes as needed.
10. Label shipments and band boxes appropriately.
11. Check customer portals for shipment quantities and booking readiness.
12. Prioritize packing to meet customer requirements.
13. Organize transport to meet customer and site demands, including sales targets.
14. Calculate container weights to optimize transport costs.
15. Maintain and update despatch records for other departments.
16. Provide necessary paperwork for credit control, sales, and auditing.
17. Notify relevant departments if parts are unavailable for shipping.
18. Follow up on missing parts and paperwork to ensure timely dispatch.
19. Complete WIP bookings for logistics activities.
20. Arrange collection and delivery for export and domestic shipments.
21. Perform other administrative duties within logistics to ensure smooth operations.
22. Liaise with Supply Chain to prioritize shipping.
23. Load and unload vehicles.
24. Check parts before packing.
25. Coordinate with couriers like DHL and FedEx for collections.
26. Raise purchase orders for transport costs.
27. Cross-train in other roles within Despatch and Inspection.
28. Perform any other ad-hoc duties as required.

Key Performance Indicators

1. Timely completion of shipping paperwork and accurate delivery to customers.
2. Quick and effective response to customer and carrier queries.
3. Accurate invoicing and shipping documentation with no discrepancies.
4. Efficient WIP booking processes.

The Applicant

Essential

• Proficiency in Microsoft Outlook and Excel.
• Understanding of shipping and transport requirements.
• Knowledge of packing procedures.
• Experience with container planning, including part costing and weights.

Desirable

• Experience with invoicing processes.
• Knowledge of manufacturing, especially steel forging industry.
• Familiarity with Citrix, Tropos, and Info-view (training provided).

Seniority Level

Entry level

Employment Type

Full-time

Job Function

Management and Manufacturing

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