Dispatch Executive

Overview

The role involves ensuring prompt and accurate dispatch of finished products to customers, dealers, and various company branches. This is achieved through managing documentation, coordinating vehicle arrangements, overseeing material loading, handling inventory transactions, and supervising transportation based on company guidelines and client specifications.

Key Responsibilities

• Organize and carry out daily dispatch operations following customer schedules and delivery commitments.
• Liaise with Production, PPC, Quality, Stores, Sales, and Logistics departments to confirm material availability for timely dispatch.
• Check finished goods against part numbers, quantities, and packing details before sending out.
• Ensure proper identification, labeling, packaging, and loading aligned with customer standards.
• Track dispatch timelines to guarantee on-time deliveries.
• Generate, verify, and manage all dispatch documentation including delivery challans, tax invoices, e-way bills, and packing lists.
• Update inventory movement and shipping records accurately in ERP/SAP systems.
• Maintain correctness of customer, billing, and transporter details in all documents.
• Keep dispatch registers, vehicle logs, proof of delivery, and related records up to date.
• Ensure adherence to GST, e-way bill, and other transportation compliance norms.
• Coordinate vehicle scheduling with transporters, checking suitability, capacity, and safety prerequisites prior to loading.
• Supervise vehicle arrivals, loading, departure, and track delivery progress.
• Follow up on delays or outstanding deliveries with transporters and clients.
• Maintain transporter profiles and assist in monitoring freight expenses.
• Conduct physical verification of dispatched goods matching documentation.
• Manage loading/unloading activities to avoid damage and ensure safe handling.
• Implement FIFO/FEFO methodologies as needed, verifying batch/lot identification.
• Report discrepancies such as shortages, excesses, or damage to relevant departments.
• Prepare daily dispatch and pending delivery reports.
• Collaborate with Quality teams for inspection clearance and dispatch release.
• Monitor urgent dispatch needs and customers’ delivery schedules actively.
• Support audit processes by maintaining comprehensive dispatch records.
• Follow company policies including 5S standards and safety procedures.

Preferred Candidate Profile

Applicants should have a diploma in any specialization and possess the capability to effectively manage dispatch workflows and documentation.