Job Purpose
- The Dispatch Clerk is responsible for coordinating and controlling the accurate and timely dispatch of customer orders for delivery.
- This role ensures that all deliveries are correctly prepared, packed, verified, documented and loaded onto vehicles while maintaining high standards of inventory accuracy, customer service.
- The Dispatch Clerk acts as the link between the warehouse, transport team and customers to ensure deliveries are completed safely, accurately and on schedule.
Key Responsibilities
Order Processing & Dispatch
- Coordinate the daily dispatch of customer orders.
- Verify that all orders are complete, accurate and ready for dispatch.
- Ensure orders are dispatched according to delivery schedules and customer requirements.
- Prioritize urgent and time-sensitive deliveries.
- Ensure all dispatch activities are accurate and efficient.
Documentation Control
- Prepare and verify delivery notes, invoices and transport documentation.
- Ensure all documentation accompanies the correct shipment.
- Obtain signed Proof of Delivery (POD) documents from drivers.
- File and maintain dispatch records accurately.
Vehicle Loading Coordination
- Coordinate loading activities with warehouse staff and drivers.
- Ensure products are loaded correctly, securely and in the correct delivery sequence.
- Verify quantities and product codes before vehicles depart.
- Ensure vehicle loading complies with weight limits and safety requirements.
- Confirm that drivers receive all required documentation before departure.
Inventory Control
- Ensure stock dispatched matches customer orders.
- Investigate and report dispatch shortages, overages or damages.
- Process stock transfers and dispatch adjustments accurately.
- Assist with inventory reconciliation relating to dispatched stock.
- Maintain accurate dispatch records to support inventory integrity.
Health, Safety & Compliance
- Ensure safe loading practices are followed.
- Verify that vehicles are loaded safely and securely.
- Report incidents, damaged goods or safety concerns immediately.
- Ensure dispatch areas remain clean, organized and hazard-free.
General Support
- Assist all your colleagues and other departments when required.
- Perform any ad hoc duties as assigned by your Supervisors or Managers.