DISPATCHING CLERK (URGENT)

ABOUT US

As a growing organization, we offer our employees the chance to be part of an exciting and dynamic industry, with ample opportunities for personal and professional growth.

At Jetti Petroleum Inc., we are committed to providing our employees with a rewarding and fulfilling work environment. In addition to a competitive salary, we offer a range of benefits, including:

• HMO and Life insurance upon regularization
• Paid VL/SL
• Birthday Gift

LOCATIONS: BATAAN, TAGOLOAN, CEBU, ILOILOM DAVAO AND NAIC

JOB DESCRIPTION

(1) Truck Dispatching Operations

Responsible for the daily dispatching of tank trucks servicing Retail, Commercial, and Supply Swap sales accounts to ensure timely and efficient product deliveries.

(2) Coordination with Haulers

Coordinate with truck hauling service providers regarding daily truck attendance and loading schedules to support and achieve 100% delivery fulfillment for Jetti Retail accounts.

• Receive and process product orders from Dealers/RBC for Retail accounts truck scheduled deliveries.
• Receive and verify Authority to Load (ATL) documents with corresponding Sales Order reference numbers for dispatching of Commercial accounts.
• Manages transaction documentation for Masbate, Mindoro retail accounts, including preparation of Delivery Receipts (DR), processing Withdrawal Certificates (WC), and coordinating with the Retail Team for Sales Order issuance.
• Prepare, verify, print, and issuance of truck dispatch documents to Drivers such as Delivery Receipts (DR), Trip Tickets, and Truck Seals.

• Prepare all necessary truck delivery documents prior to loading for Retail, Commercial, and Supply Sales accounts, including:
• System-generated Delivery Receipts (DR) via Oracle
• Withholding Certificates
• Quality & Fuel Marking Certificates (if required)

• Maintain complete and organized copies of all dispatched truck records and delivery documents for accounting, audit, and operational reference.
• Handles Withdrawal Certificate (WC) requisitions with the Accounting Department and ensures proper tracking and monitoring of used and unused WCs.

(6) Daily Delivery Reconciliation - Terminal Level

Perform daily product delivery reconciliation with the Inventory Associate to ensure alignment between dispatched volumes, delivery documentation, and system records from Oracle

(7) Verification and Discrepancy Escalation of Truck Documents

Ensure that truck delivery documents match the corresponding Sales Order numbers and quantities as per the customer order or what is declared in the ATL. Any discrepancy noted between generated delivery documents and actual truck product and quantity loaded must be immediately reported and escalated to:

Commercial Coordinator (for Commercial accounts)

Retail Accounting (for Retail accounts)

Dispatching Clerk must provide proper documentation and explanation for the identified discrepancy.

(8) Operational Reporting

Prepare and submit a Daily Truck Delivery Fulfillment and Backlog Report to the Retail Team, Commercial Team, and Terminal Operations for monitoring and operational coordination.

(9) Safety Compliance

Participate in and comply with the company’s safety programs, policies, and operational safety protocols.

(10) Relief Inventory Associate

Serve as relief Inventory Associate during the scheduled leave or absence of the assigned colleague to ensure continuity of inventory-related functions.

(11) Emergency Response Team Membership

Act as a member of the Terminal’s Emergency Response Team (ERT) and participate in emergency preparedness and response activities.

(12) KPI Compliance

Assists the Terminal Superintendent in ensuring adherence to terminal Key Performance Indicators (KPIs) related to truck operations, including the monitoring and management of Terminal Truck Residency Time and preventing truck backloads arising from discrepancies between declared delivery documents and actual product or quantity delivered.

(13) Other Assigned Duties

Perform other relevant duties and responsibilities as may be assigned by immediate superiors in support of terminal operations.

i.e. Documentations for scheduled dispatch of LCT or Vessel Loading

LCT - CME receiving/truck redeliveries

Vessel Loading – preparation and printing of Bill of Lading and

Withdrawal Certificate

(14) Reporting Line and Administrative Coordination

While the Dispatching Clerk directly reports to Terminal Superintendent, the position also requires direct administrative coordination and reporting with the Accounting Department, particularly on matters related to delivery documentation, reconciliation, and audit compliance.

• College Graduate , preferably have BS degree in Accounting or Finance. Other combinations of training and/or experience that can be demonstrated to result in the possession of knowledge, skills and abilities necessary to perform the duties of this position will also be considered.
• Work experience in truck dispatching or logistics operations is an advantage.
• Must possess the ability to communicate effectively both orally and in writing.
• Ability to work with minimal supervision
• Experience with software such as SAP or ORACLE is an advantage.
• Must have good judgement and intellectual ability
• Must be computer literate