Dispatch Clerk

Role Overview

This position centres on the accurate and timely movement of goods out of the warehouse to various destinations, including retail branches, external customers, and other operational sites. As a Dispatch Clerk, you will be the final checkpoint before shipments leave, making sure every order matches its accompanying paperwork, is correctly packed, and is recorded in the system without errors. Your attention to detail directly protects the company from stock losses, delivery mistakes, and customer dissatisfaction.

Key Responsibilities

• Receive and review authorised dispatch requests from customers, branches, and internal teams, confirming that all approvals and supporting documents are in place before proceeding.
• Cross-check dispatch instructions against sales orders, transfer notes, invoices, and delivery dockets to ensure alignment between physical goods and system records.
• Liaise with warehouse and picking staff to prioritise order preparation and resolve any discrepancies between requested items and available stock.
• Conduct physical inspections of goods prior to dispatch, verifying item counts, packaging condition, and labelling against the documented order.
• Update the ERP or inventory management system in real time with dispatch details, including quantities, batch numbers, and destination information.
• Collect and securely store signed proof-of-delivery documents, maintaining an organised filing system for audit and reference purposes.
• Process incoming returned goods, including damaged, incorrect, or rejected items, and document their condition and reason for return accurately.
• Identify and escalate delays, shortages, or documentation mismatches to supervisors, and prepare daily dispatch summaries to keep management informed.

Requirements & Qualifications

• Diploma or certificate in Supply Chain Management, Logistics, Warehousing, Business Administration, or a related field.
• One to three years of hands-on experience in dispatch, warehouse operations, logistics, or inventory control.
• Prior experience in retail or FMCG environments is a strong advantage, as is familiarity with high-volume stock movement.
• Working knowledge of ERP systems, warehouse management software, or inventory tracking tools is preferred.
• Solid understanding of stock handling procedures, documentation flow, and the importance of accurate record keeping.
• Proficiency in Microsoft Excel and general computer use, with the ability to produce clear reports and reconcile data.
• Strong numerical accuracy, verification skills, and a methodical approach to organising paperwork and proof-of-delivery records.