Administrator: Parts Dispatching

1 week ago

Western Cape, South Africa Motus Corporation Full time

**Motus Toyota Cape Gate**currently holds a vacancy for an **Administrator: Parts Dispatching.**

Reporting to the **Manager: Parts,** the purpose of this role is to ensure the accurate, secure, and timely dispatch of parts to customers and internal departments, contributing to overall customer satisfaction and operational efficiency

**Position Overview**:
**Specific Role Responsibilities**:

- Verify that all outgoing parts are accompanied by accurate invoices and packaged appropriately for secure transport.
- Prepare all necessary documentation for couriers and ensure adherence to security protocols before dispatch.
- Plan efficient delivery routes, create trip sheets, and monitor delivery progress to ensure timely delivery.
- Maintain a clean, organized, and secure dispatch area.
- Ensure Proof of Delivery (POD) is received for all dispatched items and trip sheets are accurately completed.
- Process parts returned for credit, verifying their condition and ensuring proper labelling and packaging.
- Inspect all outgoing parts for damage before dispatch.
- Utilize inventory management and delivery tracking systems to analyse dispatch efficiency and identify areas for improvement.
- Maintain accurate records of all dispatch activities.
- Provide excellent customer service by communicating effectively with customers, the Parts Manager, warehouse staff, and other team members.
- Adhere to all company safety and security policies.
- Key Performance Indicators (KPIs) will be:

- On-Time Delivery Rate: Deliveries completed within the agreed-upon timeframe.
- Order Accuracy Rate: Maintain accuracy rate for dispatched orders.
- Customer Satisfaction Score: Achieve a minimum average score based on customer feedback.
- Parts Return Rate: Maintain a LOW % parts return rate due to dispatching errors

**Qualifications and Experience**:

- Grade 12 (essential)
- Computer literacy (essential)
- Clear criminal record
- Excellent verbal communication skills
- Strong customer service and teamwork orientation

**Skills and Personal Attributes**:

- Exceptional accuracy and attention to detail
- Experience with inventory management and delivery tracking systems (preferred)

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