DISPATCH CLERK

Dispatch Coordination

• Coordinate the preparation and dispatch of goods to branches, customers and other authorised destinations in line with approved requests.
• Verify quantities, product details and destination information before goods leave the warehouse.
• Coordinate with warehouse, transport, sales and other relevant teams to ensure timely and accurate dispatch.

Stock Movement & Documentation

• Record and maintain accurate documentation for all stock dispatched, transferred, returned or received.
• Verify dispatches against approved orders, transfer documents, invoices, delivery notes and other supporting documentation.
• Ensure all stock movements are properly authorised, documented and traceable.

ERP & Excel Management

• Capture and update dispatch and stock movement transactions accurately in the ERP system.
• Use Excel to maintain dispatch trackers, reconcile stock movements and prepare routine reports.
• Ensure ERP and spreadsheet records are current, accurate and consistent with physical stock and supporting documents.

Order Verification & Accuracy

• Check orders and dispatch instructions to ensure products, quantities and delivery details are accurate before processing.
• Identify discrepancies, missing information or unauthorised requests and escalate them to the relevant supervisor.
• Ensure dispatched goods match the approved documentation and requirements to minimise errors and losses.

Delivery & Follow-Up

• Coordinate with drivers, riders, transport providers and other delivery personnel to facilitate timely dispatch and delivery.
• Track outstanding and completed dispatches and follow up on delayed or incomplete deliveries.
• Maintain proper proof of delivery and ensure relevant delivery documentation is returned and filed.

Reporting & Records Management

• Prepare regular reports on dispatches, stock transfers, pending deliveries, returns and other stock movement activities.
• Maintain well-organised physical and electronic records of dispatch documentation.
• Report dispatch discrepancies, damages, losses, delays and other operational issues promptly to management.