Logistics and Planning Administrator

My Client in North Dublin is looking to hire a Logistics and Planning Administrator for their office in Dublin 9.

The Role

Reporting to the Logistics Manager, the Logistics and Planning Administrator is responsible for the administration and coordination of all sales order activity from order receipt through to delivery. This hands-on role will receive and input all orders from our customers and sales representatives in a courteous and professional manner, ensuring the orders system is operating efficiently at all times.

Key Competencies

Candidates must demonstrate the following:

Qualifications/Experience

1. At least 3 years' experience in a similar role.
2. Knowledge of transportation regulations, safety standards, and environmental guidelines to ensure compliance in logistics operations.
3. Familiarity with geographical locations, road networks, and traffic patterns to create optimal delivery routes and minimise transit times.
4. Experience using route planning software, telemetric systems, GPS tracking, and other logistics-related technologies.

Personal Characteristics

1. Strong organisational skills to manage multiple delivery schedules and maintain accurate records.
2. A structured approach to ensure accurate data input and route planning, minimising errors in delivery schedules and inventory management.
3. Effective communication and collaboration with drivers, dispatchers, customers, and other stakeholders to relay critical information and manage expectations.
4. The ability to work under time pressure, prioritise tasks, and meet deadlines to ensure on-time deliveries.
5. Flexible and adaptable to manage unexpected changes, such as traffic disruptions or delivery delays, and quickly adjust route plans accordingly.
6. A drive to deliver exceptional customer experience by ensuring timely and accurate deliveries.

Primary Responsibilities

Logistics Administration

1. Input and process all orders onto the system in an accurate manner to ensure the correct pricing structures and credit control procedures are adhered to.
2. Liaise with production and supply chain personnel to ensure our customers' expectations and agreed delivery schedules are met.
3. Amend all returned delivery dockets and returned stock on the system and prepare for invoicing.
4. Verify and validate customer addresses to ensure accurate and timely deliveries.
5. Update and maintain a database of accurate delivery locations.
6. Identify opportunities to reduce delivery costs and improve operational efficiency.
7. Resolve customer queries and complaints related to delivery and routing.
8. POD processing.
9. Set automated reorder points for each storage tank based on consumption rates and lead times.
10. When stock levels reach the reorder point, trigger automatic replenishment orders to the supplier.
11. Any other administrative duties as required.

Route Planning

1. Optimise routes to minimise distance, time, and fuel consumption while maximising delivery capacity.
2. Consider factors such as traffic patterns, road conditions, and delivery time windows.
3. Proactively identify potential issues and risks in route planning and take preventive measures to avoid disruptions.
4. Determine the optimal load distribution for each vehicle to maximise space utilisation and minimise the number of trips.
5. Assign appropriate vehicles based on load requirements, vehicle capacities, and route characteristics.
6. Allocate time slots for each delivery based on customer preferences and operational constraints.
7. Coordinate delivery schedules to avoid conflicts and delays.
8. Monitor delivery progress in real-time using GPS tracking systems.
9. Address any unforeseen issues, such as traffic congestion or vehicle breakdowns, to minimise disruptions.

Fuel Theft and Spillage Detection

1. Integrate telemetric systems with fuel theft and spillage detection mechanisms to safeguard against losses and environmental hazards.
2. Receive real-time alerts in case of any suspicious activities or potential leakages.