VFG
Vivo Fashion Group
Dispatch Assistant at Vivo Fashion Group
KenyaFull TimeMid-Senior Level
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Vivo Fashion Group
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Job Purpose
We are seeking a detail-oriented and collaborative Dispatch Assistant. Their primary responsibility is to ensure safe, accurate, timely and efficient delivery of all orders while facilitating and supporting drivers and dispatchers as they perform their duties. The incumbent should have prior experience dealing with E-commerce and preferably in the fashion/apparel sector.
The ideal candidate must be primarily an excellent communicator, well organized and able to remain calm and composed, especially in emergency situations. They must be able to multitask as well as take the appropriate action with little supervision.
Key Responsibilities
Customer Service
Act as the primary point of contact for online and mail order customers.
Answering phone and email enquiries, resolving complaints and processing orders in an efficient and timely manner
Product Knowledge
Develop in-depth knowledge of Vivo Online's products to inform customer service and impart information to the Vendor Management Services team
Accurately complete daily balancing and closing of sales
Operational Support
Coordinate delivery schedules and address customer inquiries promptly.
Maintain accurate record-keeping for all delivery orders, including tracking information the various Google sheet. Rider dispatch Doc, Vendor Dropoff Doc, Omnichannel, outside Nairobi Tracker and any additional tracker.
Liaise with vendors to ensure timely delivery of orders and coordinate with outsourced delivery services/Riders and ensure all D-notes received are shared on WhatsApp.
Ensure timely return of items to vendors and maintain efficient inventory management.
Fill daily drive reports, including RTV and rider performance reports, ensuring accuracy.
Coordinate outbound orders and accurately assign routes to riders using Dispatch software.
Map route locations for optimal delivery efficiency and provide necessary information to riders.
Coordinate with Finance and Admin departments for timely payment of licenses and permits.
Ensure riders have necessary gear and licenses to operate safely.
Respond to customer inquiries professionally and provide relevant information.
Communicate with the Warehouse department for smooth order preparation and operations.
Provide daily performance reports and any other reports to Dispatch Manager.
Complete administrative duties as required to support delivery operations.
Any other Duties assigned.
Key Skills
Preferably E-commerce experience and have a degree or certificate.
Exceptional analytical skills
Microsoft Excel, word and a variety of business intelligence and analytics systems used
Excellent communication skills and keen attention to detail
1+ years of experience as a Dispatch assistant or in a similar position
Qualifications and Experience
Preferably E-commerce experience and have a degree or certificate.
Exceptional analytical skills
Microsoft Excel, word and a variety of business intelligence and analytics systems used
Excellent communication skills and keen attention to detail
1+ years of experience as a Dispatch assistant or in a similar position