Dispatch Assistant

Role Overview

This position sits at the centre of a busy fuels terminal, coordinating every step of the truck dispatch process from the moment a loading order is received to the safe release of a sealed vehicle at the gate. The role balances documentation accuracy, operational speed, and safety assurance, making sure trucks turn around quickly while every litre of product is accounted for and every driver follows strict HSSE procedures. It matters because dispatch errors or delays directly affect customer trust, stock reconciliation, and the terminal's ability to meet its safety and compliance targets.

Key Responsibilities

• Supervise the dispatch desk so it is continuously staffed, and keep each dispatch order processing step inside a five-minute target to improve gate-to-gate turnaround times.
• Run weekly toolbox talks for contracted truck drivers, record the minutes, and track all action points to ensure they are resolved and closed out promptly.
• Carry out at least one terminal walkabout per week, including a surprise truck inspection that verifies seal integrity, ullage, and driver compliance with inspection checklists.
• Review journey plans for all contracted trucks, identify gaps, and follow up on corrective actions with schedulers and transport coordinators.
• Capture customer collection and export orders faithfully against each customer's local purchase order, validate driver ID details, vehicle details, and obtain a signed loading note confirmation from the authorised representative.
• Monitor loading temperatures throughout the day and maintain SAP updates every four hours by verifying figures with the tank farm, ensuring invoices are always issued accurately.
• Manage stock-related processes by chasing credit notes for product returns on the same day, explaining daily meter variance reconciliations, and maintaining up-to-date manual registers when the system is offline.
• Screen delivery notes and invoices for customer commentary before archiving, resolve quantity or quality complaints within the same working day, update the intransit report by close of business, and chase overdue deliveries.
• Maintain secure records and dispatch registers for easy auditing, stamp all book copies, and pursue non-returned sales documents from transporters on a weekly basis.
• Help deliver the terminal's annual HSSE plan by conducting at least two safety observations or incident reports per month and actively reinforcing a controls-first mindset to achieve zero breaches in dispatch operations.

Requirements & Qualifications

• Diploma or higher qualification, ideally in accounting or engineering.
• At least three years of hands-on experience in road or rail logistics within the petroleum or fuels industry.
• Familiarity with truck loading documentation, sealing protocols, ullage checks, and stock reconciliation at a distribution terminal.
• Proven ability to lead a small operational team and influence peers, drivers, and external agents without direct authority over all of them.
• Comfort working independently, with strong personal drive, honesty, and attention to detail under pressure.
• Clear written and verbal communication skills, including facilitation of safety meetings and follow-up correspondence.
• Good understanding of customer service expectations and sensitivity to both company compliance standards and client needs.