Dispatch Executive

Role & responsibilities

The Dispatch Planner is responsible for planning and coordinating daily and weekly dispatches based on the

demand plan, sales orders, and stock availability. The role ensures optimum vehicle utilization, cold-chain

compliance, FEFO adherence, timely deliveries, accurate dispatch documentation, and effective coordination with

Production, Warehouse, Transporters, Distributors, Depots, and C&F agents.

Job Responsibilities

• Dispatch Planning & Scheduling:
• Plan daily/weekly dispatch schedules based on the demand plan, sales orders, and stock availability at the

plant/cold storage.

• Vehicle Planning & Allocation:
• Allocate and schedule reefer vehicles/vans ensuring adherence to required sub-zero temperature

standards throughout transit.

• Production & Warehouse Coordination:
• Coordinate with Production and Warehouse teams to ensure stock is picked, staged, and loaded in line

with FEFO (First-Expiry-First-Out) principles.

• Load & Route Optimization:
• Optimize vehicle load plans and delivery routes to minimize transportation cost per case/carton while

meeting delivery timelines.

• Cold-Chain Monitoring:
• Track and monitor vehicle temperature logs/cold-chain compliance during transit and at unloading points.
• Distributor / Depot Coordination:
• Coordinate with distributors, depots, and C&F agents to align delivery schedules with their receiving and

storage (freezer) capacity.

• Dispatch Documentation:
• Manage documentation for dispatch invoices, e-way bills, delivery challans, and vehicle

temperature/quality checklists.

• Performance Monitoring & Reporting:
• Monitor and report on-time-in-full (OTIF) delivery performance, transit damages, and product thaw/spoilage

incidents.

• Transporter Coordination:
• Liaise with transporters on vehicle availability, freight costs, and contract compliance; escalate breakdowns

or delays for quick resolution.

• Peak-Season Planning:
• Support peak-season (summer) dispatch surge planning, including additional vehicle arrangement and

extended dispatch hours.

External Interfaces Internal Interfaces

• Transport Contractors/Drivers
• Distributors
• Coldroom Owners
• Contractual Workers Logistics & Planning Team Sales Team Maintenance Team Marketing team HR Team QC Team

Job Requirements

Educational Qualification and

Experience Graduate in Commerce or Science 3-6 years of experience in logistics.

Competencies

Technical • Dispatch Planning & Scheduling • Route & Vehicle Load Optimization

• Cold-Chain Management • FEFO & Inventory Management • Logistics Cost & Freight Management • OTIF & Dispatch Performance Tracking • SAP / ERP & Advanced Excel • Transport Documentation & Compliance

Behavioural • Planning & Organising • Analytical & Problem-Solving Skills • Attention to Detail • Effective Communication • Coordination & Stakeholder Management • Time Management • Decision-Making • Accountability & Ownership

KRA & KPI On-Time-In-Full (OTIF) Delivery o % of orders delivered on time and in full quantity Cold-Chain Compliance o % of trips within specified temperature range (no breach) Transit Damage / Thaw Loss o % of dispatched value lost to damage, melting, or spoilage in transit Vehicle Utilization o Average load fill rate (% of vehicle capacity utilized) per trip Dispatch Plan Adherence: o % of dispatches executed as per planned schedule Freight Cost per Case o Transportation cost per case/carton dispatched vs. budget FEFO Compliance o % of dispatches following First-Expiry-First-Out norms Documentation Accuracy o % of dispatches with error-free invoices/e-way bills

Interested candidate please share your cv [email protected]