Job Title: Dispatch Assistant
Responsible
for preparing and checking customer orders, packing and dispatching products,
updating dispatch records, coordinating deliveries, verifying quantities and
documents, and supporting smooth warehouse operations. Requires a relevant
Certificate or Diploma in Logistics, Supply Chain Management, Warehouse
Operations, or a related field, with relevant experience. The position is based
in Nairobi and requires on-site work.
Job Purpose
We are
seeking a detail-oriented and collaborative Dispatch Assistant. Their primary
responsibility is to ensure safe, accurate, timely and efficient delivery of
all orders while facilitating and supporting drivers and dispatchers as they
perform their duties. The incumbent should have prior experience dealing
with E-commerce and preferably in the fashion/apparel sector.
The
ideal candidate must be primarily an excellent communicator, well organized and
able to remain calm and composed, especially in emergency situations. They must
be able to multitask as well as take the appropriate action with little
supervision.
Key Responsibilities
Customer
Service
- Act
as the primary point of contact for online and mail order customers.
- Answering
phone and email enquiries, resolving complaints and processing orders in
an efficient and timely manner
Product
Knowledge
- Develop
in-depth knowledge of Vivo Online’s products to inform customer service
and impart information to the Vendor Management Services team
- Accurately
complete daily balancing and closing of sales
Operational
Support
- Coordinate
delivery schedules and address customer inquiries promptly.
- Maintain
accurate record-keeping for all delivery orders, including tracking
information the various Google sheet. Rider dispatch Doc, Vendor Dropoff
Doc, Omnichannel, outside Nairobi Tracker and any additional tracker.
- Liaise
with vendors to ensure timely delivery of orders and coordinate with
outsourced delivery services/Riders and ensure all D-notes received are
shared on WhatsApp.
- Ensure
timely return of items to vendors and maintain efficient inventory
management.
- Fill
daily drive reports, including RTV and rider performance reports, ensuring
accuracy.
- Coordinate
outbound orders and accurately assign routes to riders using Dispatch
software.
- Map
route locations for optimal delivery efficiency and provide necessary
information to riders.
- Manage
fuel card loading and update riders on performance.
Printing and allocation of Orders, fulfilling and checking unfulfilled orders. - Coordinate
with Finance and Admin departments for timely payment of licenses and
permits.
- Ensure
riders have necessary gear and licenses to operate safely.
- Respond
to customer inquiries professionally and provide relevant information.
- Communicate
with the Warehouse department for smooth order preparation and operations.
- Provide
daily performance reports and any other reports to Dispatch Manager.
- Complete
administrative duties as required to support delivery operations.
- Any
other Duties assigned.
Key
Skills
- Preferably
E-commerce experience and have a degree or certificate.
- Exceptional
analytical skills
- Microsoft
Excel, word and a variety of business intelligence and analytics systems
used
- Excellent
communication skills and keen attention to detail
- 1+
years of experience as a Dispatch assistant or in a similar position
Qualifications and Experience
- Preferably
E-commerce experience and have a degree or certificate.
- Exceptional
analytical skills
- Microsoft
Excel, word and a variety of business intelligence and analytics systems
used
- Excellent
communication skills and keen attention to detail
- 1+
years of experience as a Dispatch assistant or in a similar position
