Pod Clerk

2 weeks ago

Cape Town, Western Cape, South Africa Clicks Group Limited Full time

Listing reference: 016935
Listing status: Online-
Position summary

Industry:
FMCG & Supply Management

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Job category:Other: FMCG, Retail, Wholesale and Supply Chain
Location:Cape Town

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Contract:Permanent
EE position:Yes
Introduction

  • We are looking to recruit a permanent POD Clerk to work for United Pharmaceutical Distributors (UPD). The role will be based at the Cape Town branch and will report to the Department Manager (Dispatch).
    Job description

Job Purpose:

  • Responsible for ensuring that all documentation regarding P.O. D's are captured and filed accurately, are readily retrievable and that queries are resolved timeously.

Key Performance Areas:

  • Capturing of POD's on the system and maintaining the flow of POD documentation
  • Accurately filing all courier trip sheets, manual trip sheets, P.O.D's and waybills on a daily basis;
  • Ensuring that there's no outstanding POD's from Drivers
  • Retrieving necessary documentation from filing system as and when required
  • Ensure that POD's are received timeously from courier companies
  • Handling queries relating to P.O.D's in respect of UPEX, and UPD
  • Dealing with manual Trip sheets
  • Stock returns
  • Ensure high standards of housekeeping and cleanliness in your allocated area

Duties:
Capturing of POD's on the system and maintaining the flow of POD documentation- Receiving of copy trip sheets from print room

  • Check all POD documentation received from Driver and ensure customer signature, date and time reflected on POD, return POD documentation to driver if not completed in full
  • Capture non delivery of POD documentation on the "POD outstanding list"
  • Match original POD and trip sheet to the copy trip sheet received from print room and capture detail of the POD on the system

Duties:
Accurately filing all courier trip sheets, manual trip sheets, P.O.D's and waybills on a daily basis;- Match and capture POD with trip sheet, write route on the outside of trip sheet, sort in date order for scanning

  • UPEX PODS and trip sheet get filed separately and boxed
  • Courier POD must be captured, boxed and manual trip sheets filed weekly under month and dates
  • Maintain the current filing system.
  • All documentation to be filed on a daily basis

Duties:
Ensuring that there's no outstanding POD's from Drivers- Ensure that the copy trip sheet match with original, there is a count of how many customer on each trip sheet

  • POD receiving clerk need to count and check that each POD is signed, the date delivered and time delivered reflects on the POD document
  • Capture non delivery of POD documentation on the "POD outstanding list"
  • This must reflect the customer name, drivers name, route, amount and cut off and reasons
  • Ensure a turnaround time of 48 hours on outstanding POD documentation
  • Issue a monthly liability report to driver supervisor to recover damages from drivers

Duties:
Retrieving necessary documentation from filing system as and when require- Retrieving of documentation when required, for branches, finance, CSI etc

  • Ensuring the filing is maintained once copies have been made
  • Ensuring that all documentation is stored in an easy retrievable fashion
  • Ensuring that all members of the POD team has knowledge of the filing system and can retrieve the documents with ease.
  • Scanning of POD's and filing in a box according to Batch numbers
  • When retrieving PODs, do invoice tracking and check if POD is scanned and captured
  • Each invoice must be stored under batch number.
  • Retrieve according to invoice number waybill number from internet
  • Ensure archiving done off site

Duties:
Ensure that POD's are received timeously from courier companies- Forward couriers the outstanding list weekly and request outstanding POD's

  • Skynet, meet with Distribution manager to report on short POD's for distribution

Duties:
Handling queries relating to P.O.D's in respect of UPEX and UPD- Locate invoice on the system

  • Locate scan date and log onto the internet to retrieve documentation
  • Locate POD according to waybill no
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Duties: Manual trip sheets

  • Receiving of manual trip sheet from the relevant department
  • Separate filing of POD document

Duties:
Stock returns- Communicate with Debtors department to confirm stock returned from customer

  • Cancel POD
  • Capture POD in the credit returns book, indicating customer name, date, invoice or delivery no, and reasons for return
  • Forward credit returns book and stock to credit returns department, they sign for receipt of stock

Duties:

Ensure high standards of housekeeping and cleanliness in your allocated area- Clean and tidy the work area during and at the end of each shift.


  • Ensure that the POD area is equipped with the necessary materials, stationery, stamps, labels and lever arch files prior to the start of the shift.
  • Ensure that the stationary is kept in an orderly fashion, is maintained where necessary and re

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