Dispatch Executive

Job Description Dispatch & Relationship Executive

Position Summary

The Dispatch & Relationship Executive is responsible for coordinating the dispatch of industrial gas cylinders, maintaining customer relationships, ensuring timely deliveries, and assisting with basic documentation. The role requires regular coordination with customers, drivers, the filling plant, and the sales team to ensure smooth day-to-day operations.

Key Responsibilities

Dispatch Coordination

• Prepare the daily dispatch schedule.
• Coordinate with the filling plant for cylinder availability.
• Assign deliveries to drivers and transport vehicles.
• Ensure cylinders are dispatched on time.
• Follow up with drivers until deliveries are completed.
• Maintain dispatch records.

Customer Relationship

• Take customer orders over phone, WhatsApp, or email.
• Update customers on delivery status.
• Handle routine customer queries and coordinate with seniors for any issues.
• Build good relationships through regular communication.
• Follow up with customers for repeat orders.

Documentation

• Prepare delivery challans and invoices.
• Verify customer purchase orders before dispatch.
• Maintain customer files and dispatch records.
• Assist in maintaining cylinder movement records.

Coordination

• Coordinate with the Sales team regarding customer requirements.
• Inform customers about delivery delays, if any.
• Coordinate with transporters for vehicle availability.
• Report urgent customer requirements to the Operations Head.

Basic Administration

• Update daily dispatch reports.
• Maintain customer contact details.
• Assist in maintaining office records.
• Support the accounts team with basic documentation when required.

Desired Skills

• Good communication skills in Hindi and basic English.
• Basic computer knowledge (MS Excel, MS Word, Email, WhatsApp).
• Ability to coordinate with multiple people.
• Organized and responsible.
• Positive attitude and willingness to learn.

Qualifications

• Graduate in any discipline (Commerce preferred).
• 13 years of experience in dispatch, logistics, customer service, or office coordination.
• Experience in industrial gases or manufacturing is preferred but not mandatory.

Key Performance Indicators (KPIs)

• Timely dispatch of customer orders.
• Customer response time.
• Accuracy of dispatch documents.
• Customer satisfaction.
• Proper maintenance of dispatch records.
• Coordination with drivers and transporters.