Dispatch Coordinator

Job Description

The Dispatch Coordinator is responsible for overseeing the timely and accurate dispatch of machinery and equipment to customers. This role involves coordinating with production teams, ensuring that all deliveries are completed on schedule, and managing the logistics of shipping large and heavy machinery. The Dispatch Coordinator will also be the point of contact for customers regarding shipment status, delivery scheduling, and any related concerns. 

Key Responsibilities: 

• Dispatch and Shipment Coordination: 

• Schedule and assign deliveries for machines to customers, ensuring optimal routes and timely arrival. 

• Coordinate with production teams to ensure that machinery is packed, prepared, and ready for dispatch according to customer requirements. 

• Work closely with shipping carriers to arrange transportation for oversized or specialized machinery. 

• Customer Communication & Service: 

• Serve as the main point of contact for customers regarding delivery schedules, product tracking, and any potential issues or delays. 

• Provide excellent customer service by addressing delivery-related concerns or problems promptly and professionally. 

• Provide customers with real-time updates about their order status, delivery, and expected arrival times. 

• Logistics Management: 

• Oversee the loading and unloading of machines to ensure safety, accuracy, and compliance with weight and handling regulations. 

• Ensure that all deliveries are routed efficiently, taking into consideration factors like customer location, delivery time windows, and transportation costs. 

• Coordinate the timely return of any unused or returned items, ensuring all inventory levels are accurately updated. 

Documentation and Reporting: 

• Maintain accurate records of delivery schedules, routes, and customer details. 

• Prepare detailed reports for management on delivery performance, potential delays, and any customer feedback. 

• Ensure that shipping and delivery documents, including invoices, packing slips, and delivery confirmations, are completed accurately and filed in a timely manner. 

• Inventory and Quality Control: 

• Work closely with inventory control teams to ensure that products are in stock, correctly labelled, and ready for delivery. 

• Verify that machinery is in working condition before dispatch to avoid issues upon customer receipt. 

• Ensure that proper packaging methods are used to protect machines during transit. 

• Problem Solving and Troubleshooting: 

• Handle any issues related to late deliveries, damages, or customer complaints, working closely with customer service, production, and transportation teams to resolve problems quickly. 

• Proactively address logistical challenges such as shortages, delays, or transportation issues that may affect scheduled deliveries. 

• Compliance and Safety: 

• Ensure all shipments comply with industry-specific regulations, including safety standards, packaging requirements, and transportation laws. 

• Ensure that all delivery processes adhere to company safety policies, particularly in handling large or delicate machinery. 

Qualification & Experience: 

• Graduation from any field. 

• Proven experience in dispatching, logistics, or transportation coordination, preferably in manufacturing, machinery, or industrial sectors. 

• Strong organizational skills with the ability to manage multiple deliveries and deadlines. 

• Excellent communication skills to liaise with customers, drivers, and internal teams. 

• Ability to work effectively under pressure and solve problems quickly and efficiently. 

Preferred Skills: 

• Knowledge of dairy and beverage machine manufacturing processes, equipment, and handling requirements. 

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and SAP software .