Logistics Job At Vivo Fashion Group
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Nairobi, Kenya
Job summary
Dispatch Assistant at Vivo Fashion Group
About this role
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Dispatch Assistant
Job Purpose
We are looking for a detail-focused and team-oriented Dispatch Assistant to support the safe, accurate, timely and efficient delivery of orders. The role involves assisting drivers and dispatchers in carrying out their responsibilities and ensuring smooth delivery operations.
The ideal candidate should have previous experience in e-commerce, preferably within the fashion or apparel industry. They should be an excellent communicator, highly organized and capable of remaining calm and composed during emergency situations. The candidate must also be able to manage multiple tasks and make appropriate decisions with minimal supervision.
Key Responsibilities
Customer Service
Serve as the main contact for online and mail-order customers.
Respond to customer calls and emails, resolve complaints and process orders accurately and promptly.
Product Knowledge
Build comprehensive knowledge of Vivo Online products to support customer service and provide relevant information to the Vendor Management Services team.
Carry out daily sales balancing and closing accurately.
Operational Support
Coordinate delivery schedules and respond promptly to customer delivery inquiries.
Keep accurate records of delivery orders and tracking information across the required Google Sheets and trackers, including the Rider Dispatch Doc, Vendor Dropoff Doc, Omnichannel, Outside Nairobi Tracker and any other relevant trackers.
Communicate with vendors to support timely order delivery and coordinate with outsourced delivery services and riders.
Ensure all D-notes received are shared through WhatsApp.
Coordinate the timely return of items to vendors and support efficient inventory management.
Complete daily driver reports, including RTV and rider performance reports, ensuring the information provided is accurate.
Coordinate outbound orders and assign rider routes accurately through the Dispatch software.
Map delivery locations to support efficient routing and provide riders with the necessary information.
Manage fuel card loading and communicate rider performance updates.
Print and allocate orders while following up on and checking unfulfilled orders.
Work with the Finance and Admin departments to ensure licenses and permits are paid on time.
Confirm that riders have the required safety gear and valid licenses to operate.
Respond professionally to customer questions and provide appropriate information.
Coordinate with the Warehouse team to support smooth order preparation and delivery operations.
Prepare daily performance reports and other reports required by the Dispatch Manager.
Perform administrative tasks necessary to support delivery operations.
Carry out any other duties assigned.
Key Skills and Experience
E-commerce experience is preferred, particularly within the fashion or apparel sector.
Degree or certificate is preferred.
Strong analytical skills.
Proficiency in Microsoft Excel and Word, as well as business intelligence and analytics systems used by the organization.
Excellent communication skills and strong attention to detail.
At least 1 year of experience as a Dispatch Assistant or in a similar role.