Despatch Co-ordinator

Despatch Co-ordinator Darley Dale Mon to Fri 40 Hours per Week Days
Job Summary
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
 The raising of and distribution of invoices and despatch notes using the information provided by the logístical team.
 Sending despatch notes off to our Broker for customs entry paperwork, then checking the entry is correct before booking the collection of wagons.
 Ensure that our freight forwarders/customers have all the information available to them that they require to enable them to receive the parts.
 Putting together of Proof of despatch (shipping notes and despatch notes) and ensure they are signed at the point of despatch by the relevant drivers.
 Printing of address labels and bar codes as required.
 Labelling of shipments and banding of boxes.
 Checking of customer portals to ensure the shipment quantities are correct and can be booked.
 Prioritising order of packing parts to suit customer requirements.
 The booking and organizing of transport to the customer that both meets the customers demand and site-specific demands (sales target).
 Calculate container weights to ensure we have sufficient transport to get all the parts planned for sales out the door whilst meeting the minimum weight to make the shipment cost affective.
 Maintain and update despatch records to meet the needs of other departments.
 Provide information and paperwork to assist credit control, sales and the auditing team with their discussions with our customers.
 Notify the relevant departments if parts aren’t available for shipping at the agreed times.
 Chase up missing parts and paperwork to ensure everything is in place for the parts to be dispatched on time.
 Compete WIP booking for work undertaken by the export department.
 Arrange collection and deliveries for various outwork, export and home market.
 Any other administrative rolls required within the logistics department to ensure the smooth running.
 Liaising with customer service reps to ensure parts are shipped in priority order.
 Loading & unloading of wagons.
 Over checking of parts before being packed.
 Communicating with various couriers to arrange collections e.g DHL, Fedex.
 Raising purchase orders for transport costs.
 Any other ad-hoc duties as required.

Note: This job description is a guide to the principal, current duties of the job. It does not form part of the contract of employment.

Key Performance Indicators
 Shipping paperwork completed in a timely manner and sent to the customer correctly.
 All customer and carrier queries responded to quickly and effectively.
 All invoicing and shipping paperwork is completed accurately with no discrepancies.
 WIP booking.

Knowledge
 Microsoft Outlook and Excel.
 Citrix knowledge (not essential), or other system knowledge.
 Time management.
 Transport requirements.
 Citrix -Tropos and Infoview.
 Packing procedures.
 Container planning including part costing and weights.

Personal Qualities
- Team player, but able to work on own initiative, as required.
- Able to work under pressure and deliver results to a defined deadline.
- Logical and analytical.
- Can-do attitude, self-motivated.
- Flexible.
- Attention to detail.
- Innovative, Resilient and Confident.
- Promote and embrace change.
- Continuous Improvement.
- Good communication skills at all levels.
- Displays the FSG values of Integrity, Quality, Collaboration and Commitment

Experience
 Previous experience with invoicing (not essential).
 Experience with shipping and transport requirements.
 Must be flexible to work for training of other roles within the department to cover holiday, sickness etc.

Open Until Filled