Dispatch Executive

Dispatch Documentation

• Prepare and verify dispatch documents for Domestic, Export, and Defence shipments.
• Generate Delivery Challan, Invoice, E-Invoice, E-Way Bill, Packing List, COA, MSDS and other shipment-related documents.
• Ensure accuracy of shipping documents before dispatch.
• Maintain records of all dispatch documents for audit and traceability purposes.

2. Transportation Management

• Coordinate with transporters for vehicle planning and timely placement of vehicles.
• Arrange pickup and delivery as per dispatch requirements.
• Select suitable transportation mode considering cost, delivery schedule, and customer requirements.
• Ensure smooth movement of material from factory to customer location.

3. Freight Management

• Obtain freight quotations from transporters and logistics service providers.
• Provide freight options and comparative analysis to stakeholders.
• Negotiate freight rates whenever required.
• Support cost optimization initiatives.

4. Shipment Tracking & OTD Monitoring

• Track individual shipments from dispatch till final delivery.
• Monitor delivery status and proactively resolve transit issues.
• Maintain and improve On-Time Delivery (OTD) performance.
• Share delivery updates with internal teams and customers whenever required.

5. Dispatch Planning Execution

• Follow daily dispatch planning received from PPC/Sales/Operations.
• Coordinate internally to ensure timely availability of finished goods, packing materials, and transport.
• Prioritize urgent and critical dispatches as per business requirements.

6. Coordination with Internal & External Stakeholders

• Coordinate with Sales, PPC, Production, QA, Accounts, Stores, and Customers.
• Communicate with transporters, CHA, freight forwarders, courier agencies and logistics partners.
• Support customer requirements related to dispatch schedules and shipment status.

7. Transport Bill Verification

• Verify transporter invoices against approved freight quotations.
• Ensure supporting documents are attached.
• Submit verified bills to Accounts Department following company procedures.
• Track pending transporter payments if required.

8. SOP & Compliance Management

• Prepare, implement, and follow dispatch-related SOPs.
• Ensure compliance with company standards, customer requirements, and statutory regulations.
• Support internal and external audits.
• Maintain documentation as per ISO, AS9100, Defence, DG, Export, and other applicable standards.

9. Record Keeping & Documentation Control

• Maintain dispatch registers, transporter records, shipment records, and freight reports.
• Ensure proper filing and archival of dispatch-related documents.
• Maintain electronic and physical records for easy retrieval.

10. MIS & Reporting

• Prepare daily, weekly, and monthly MIS reports.
• Report dispatch status, pending deliveries, OTD performance, freight costs and transporter performance.
• Submit reports to Reporting Manager/HOD within specified timelines.

11. Export & Defence Logistics Support

• Coordinate export documentation and shipment execution with CHA and freight forwarders.
• Ensure compliance with export regulations and customer-specific requirements.
• Handle defence dispatch documentation as per contractual requirements.

12. Continuous Improvement

• Identify opportunities for logistics process improvements.
• Support implementation of new processes and systems.
• Participate in CAPA activities related to dispatch and delivery issues.

Preferred candidate profile

• 5-10 years experience in Dispatch, Logistics, Warehousing, Supply Chain, or Transportation Management.
• Experience in Domestic and Export Dispatch preferred.