Despatch Clerk

My client is a well-established building provider, who are renowned for being a respected designer, developer, manufacturer and distributor of their products across the UK and Ireland. Due to continued growth, they are currently seeking a Despatch Clerk to join their team based in Fivemiletown.

This is a Full-Time Permanent Position.

Working hours: Monday to Friday: 8am – 5pm.

With a salary of £28,000 – £29,000 per annum (dependent on experience).

Job Purpose:

As Despatch Clerk, you will be responsible for liaising with customers, despatch, sales and operations personnel to ensure efficient despatch of goods to customers.

Essential Criteria:

• Previous administration experience in an office environment.
• At least 5 GCSE’s or equivalent grades A-C, including maths and English.
• IT proficient in the use of Microsoft Office to include good working knowledge of Excel and Word.
• Valid driving licence.
• Knowledge of Health and Safety regulations.
• Excellent communication skills, both written and verbal with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload while adhering to deadlines.
• Strong organisational skills and good attention to detail.
• Ability to work on your own initiative as well as part of a team.
• Flexibility to work outside of normal working hours as and when required.

Main Duties and Responsibilities:

• Maintain professionalism and high standards when dealing with customers, suppliers, and staff.
• Adhere to all Company Health and Safety policies, wearing the correct PPE while working in the plant and yard, and taking responsibility for personal safety and that of colleagues.
• Liaise with customers, ensuring a helpful and courteous approach at all times while maintaining professionalism.
• Handle and escalate customer complaints efficiently to the appropriate manager.
• Ensure all despatch duties are carried out efficiently, adhering strictly to company procedures.
• Schedule deliveries to maximise load efficiency and ensure deliveries align with customer schedules.
• Coordinate customer deliveries with the relevant internal teams, including Sales and Operations.
• Ensure despatch offices are kept tidy and secure.
• Carry out all despatch administration duties, including raising purchase order numbers for suppliers, matching and approving invoices, and maintaining accurate records.
• Monitor the return of Proof of Deliveries (PODs) from subcontractors, ensuring all discrepancies are resolved and documents are filed accordingly.
• Assist with processing drivers’ daily worksheets, monitoring hours, tonnages, and reports for management purposes.
• Manage fleet maintenance schedules, booking inspections and services, and ensuring transport compliance through internal auditing systems (Engage).
• Ensure adherence to despatch processes and assist in implementing new procedures.
• Liaise with Finance and Accounts departments to resolve invoice and POD queries.
• Work closely with Production and Supply Chain to control the movement of finished goods, stock transfers, and ensuring smooth operations across sites.
• Ensure load checks are completed, including photographing loads prior to despatch through AX ERP.
• Monitor and report on driver wage discrepancies by checking Pay by Load (PBL) systems and PODs.
• Proactively seek service improvement opportunities and highlight potential areas for development within Despatch.