About the job
As the Equipment Receiving & Dispatch Officer, you will play a vital role in ensuring the precise intake, documentation, handling, storage, and timely dispatch of customer equipment submitted for calibration. This position is central to maintaining Selfa's high standards of reliability and customer satisfaction.
This role is a blend of customer service, operational excellence, and quality management.
Key Responsibilities
1. Equipment Receiving
Efficiently receive customer instruments and accessories for calibration.
Verify the quantities, condition, serial numbers, and customer information against job requests.
Create and issue Receiving Notes / Job Intake Records.
Accurately tag and label equipment with job numbers and statuses.
Log all items into the laboratory tracking system for seamless management.
2. Equipment Storage & Handling
Ensure the careful handling of sensitive instruments according to laboratory protocols.
Store incoming and completed jobs in secured, designated areas.
Maintain a clean and organized environment in receiving and storage areas.
Promptly report any damaged or unsafe equipment.
3. Job Tracking & Internal Movement
Release equipment to calibration technicians based on work schedules.
Monitor job movement between departments and workstations.
Update job statuses in the tracking system in real time.
Escalate any delays, missing items, or documentation discrepancies.
4. Shipping & Dispatch
Prepare completed equipment for dispatch, including packaging, documentation, and labeling.
Coordinate courier pickups and customer collections efficiently.
Verify delivery details and ensure proper handover to customers.
Maintain accurate dispatch records and proof of delivery documentation.
5. Customer & Administrative Support
Act as the first point of contact for customers dropping off or picking up equipment.
Provide timely job status updates to customers and internal teams.
Assist with invoicing by ensuring job records and delivery confirmations are precise.
6. Quality & Compliance
Adhere to ISO 17025 laboratory procedures for equipment handling and traceability.
Maintain accurate records in compliance with Selfa’s Quality Management System.
Participate in internal audits and continuous improvement initiatives.
