A well-established company is seeking a highly organised Dispatch & Logistics Administrator to manage end-to-end dispatch processes, documentation, and coordination between the office, factory, and sales team.
This role is critical in ensuring that all orders are accurately prepared, dispatched on time, and supported by complete and compliant documentation, while also providing light reception support.

Key Responsibilities

Dispatch & Logistics Coordination

Arrange courier bookings (online, telephonic, and email) for incoming and outgoing shipments
Generate waybills and ensure accurate shipment tracking
Prepare, label, and package parcels and pallets according to order specifications
Monitor deliveries to ensure timely distribution
Coordinate customer and courier collections

Documentation & POD Management

Prepare and verify all dispatch documentation against orders
Ensure each shipment is supported by accurate delivery notes (products, codes, destinations)
Maintain a structured electronic filing system for all documents
Manage and follow up on signed Proof of Delivery (PODs)
Ensure PODs are submitted timeously for invoicing and payment processes

Administration & Data Management

Capture and maintain accurate data records
Manage filing systems (electronic and manual)
Utilise Microsoft Excel, Word, and Outlook for reporting and communication

Factory & Internal Coordination

Liaise with factory staff to ensure correct packaging and labelling
Ensure alignment between dispatch documentation and physical goods
Interpret Dispatch Instructions (DIs) and communicate requirements clearly

Reception & Customer Support (±15%)

Manage switchboard and welcome visitors professionally
Assist with customer and sales rep queries regarding deliveries and collections

Key Requirements

Strong attention to detail and high level of accuracy
Excellent organisational and multitasking ability
Clear and professional communication skills
Ability to work in a fast-paced, deadline-driven environment
Proficient in Microsoft Office (Excel & Word essential)
Understanding of dispatch processes, PODs, and documentation

Experience

2–5 years’ experience in dispatch, logistics, or administrative coordination
Experience with courier systems and dispatch documentation advantageous