Dispatch Coordinator

Role Summary: -

The Dispatch Coordinator is responsible for planning, scheduling, and dispatching vehicles for daily operations. The role ensures accurate documentation, maintains all dispatch-related data, prepares daily/weekly/monthly reports, and coordinates closely with delivery partners, transporters, and the sales team to ensure smooth and timely deliveries.

Key Responsibilities :-

1. Vehicle Dispatch & Scheduling.

• Plan and schedule vehicles for dispatch as per orders and delivery timelines.
• Ensure vehicle availability and readiness before dispatch.
• Coordinate with transporters and drivers for timely vehicle movement.
• Share dispatch updates with internal and external stakeholders.

2. Data Management & Documentation.

• Maintain complete and accurate dispatch records (LR Number, Vehicle Details, Dispatch Time, POD Status, etc.).
• Update dispatch logs, tracking sheets, and internal systems on a real-time basis.
• Ensure proper documentation for each dispatch including invoices, packing slips, and delivery notes.

3. Reporting.

• Prepare and share Daily Dispatch Reports (DDR).
• Compile Weekly and Monthly dispatch performance reports.
• Highlight delays, issues, and discrepancies to the management.

4. Coordination & Communication.

• Coordinate with Delivery Partners for vehicle placement, tracking, and issue resolution.
• Work closely with the Sales Team to understand dispatch priorities and customer requirements.
• Follow up for PODs and ensure timely submission to the concerned department.
• Communicate any delays, issues, or exceptions immediately.

5. Issue Management.

• Monitor delivery status and proactively address issues such as delay, vehicle breakdown, wrong routing, or documentation errors.
• Coordinate with transporters and internal teams to resolve issues on time.

6. Compliance & Process Adherence.

• Ensure all dispatches follow company SOPs and safety guidelines.
• Support in audits, process improvements, and workflow optimization.

Skills & Qualifications :-

• Minimum 13 years of experience in dispatch coordination/logistics.
• Strong knowledge of vehicle dispatch, transportation, and documentation.
• Proficiency in SAP, MS Excel & reporting.