Dispatch & Order Processing Executive

Role & responsibilities

We are looking for a disciplined, detail-oriented, and execution-focused Dispatch Executive Order Processing (Outbound Operations) to manage the complete order processing and outbound dispatch coordination from the office.

The role will primarily involve processing customer orders, coordinating with warehouse, billing, and logistics teams, preparing dispatch documentation, monitoring order-to-dispatch status, and ensuring timely and accurate outbound execution.

The candidate should be comfortable working in a fast-paced operational environment and should have strong follow-up, coordination, documentation, and ERP/Excel skills.

Key Responsibilities

1. Order Processing & Outbound Coordination

• Receive and process customer/sales orders for dispatch.
• Verify order details, quantities, product codes, customer details, and delivery requirements.
• Coordinate with the warehouse team for order picking, packing, and dispatch readiness.
• Ensure orders are processed accurately and within defined timelines.
• Track each order from processing to final dispatch.

2. Dispatch Documentation

• Generate and manage e-way bills, e-invoices, delivery challans, invoices, and other dispatch-related documents.
• Ensure all documentation is complete and accurate before dispatch.
• Maintain proper records of dispatch documents and supporting paperwork.
• Coordinate with the billing/accounts team for invoice-related requirements.

3. Transporter & Logistics Coordination

• Coordinate with transporters regarding vehicle placement and dispatch schedules.
• Follow up on vehicle availability and movement.
• Share required dispatch details and documents with transporters.
• Track vehicle/dispatch status and immediately escalate delays or operational issues.

4. Internal Coordination

• Work closely with Sales, Warehouse, Billing/Accounts, and Logistics teams.
• Resolve order-processing and dispatch-related issues through timely coordination.
• Ensure clear communication between the office and warehouse for every outbound order.
• Coordinate on urgent, priority, and time-sensitive dispatches.

5. Dispatch Tracking & Reporting

• Maintain daily dispatch/order-processing records.
• Track pending, processed, ready-to-dispatch, and dispatched orders.
• Prepare daily/weekly dispatch status reports as required.
• Escalate pending orders, documentation gaps, stock issues, or dispatch delays to the concerned authority.

6. Inventory & Operational Support

• Support basic inventory reconciliation related to outbound orders.
• Verify dispatched quantities against processed orders and invoices.
• Coordinate with the warehouse team in case of quantity discrepancies or shortages.
• Assist in identifying and resolving order-to-dispatch mismatches.

Required Skills

• Strong knowledge of order processing and outbound dispatch operations.
• Experience in warehouse and logistics coordination.
• Good understanding of dispatch documentation and e-way bill/e-invoice processes.
• Proficiency in MS Excel and ERP/software systems.
• Strong transporter and internal team coordination skills.
• Excellent follow-up and communication abilities.
• Strong attention to detail and documentation accuracy.
• Ability to manage multiple orders and priorities simultaneously.
• Strong problem-solving and escalation skills.

Preferred Candidate

• 3–10 years of experience in dispatch, order processing, logistics, warehouse operations, or outbound operations.
• Candidates from manufacturing, building materials, plywood, laminates, panels, logistics, or similar industries will be preferred.
• Experience handling B2B orders and bulk dispatches will be an advantage.
• Should be comfortable working in a fully in-office operational role in Kolkata.
• Should have a fast execution mindset and strong ownership of assigned orders.
• Should be disciplined, dependable, and highly detail-oriented.
• Should be comfortable with continuous coordination and follow-up with multiple departments.

Key Performance Expectations

• Accurate order processing
• Timely order-to-dispatch execution
• Zero/minimal documentation errors
• Effective transporter follow-up
• Timely escalation of delays
• Accurate dispatch records
• Smooth coordination between Sales, Billing, Warehouse, and Logistics
• Strong ownership of outbound orders from processing until dispatch