Dispatch Executive

Job Title: Dispatch Executive

Department: Logistics / Operations
Location: Vapi / Kalgam
Reports To: Dispatch Manager

Job Purpose

The Dispatch Executive is responsible for ensuring efficient, accurate, and timely dispatch of finished goods from the manufacturing facility to customers, dealers, distributors, and third-party logistics partners. The role ensures compliance with internal procedures, legal requirements, production schedules, and high standards of documentation and coordination.

Key Responsibilities

A. Dispatch & Logistics

• Prepare and manage daily dispatch schedules based on production output and delivery schedules.
• Coordinate with Production, Warehouse, Sales, Transport & Quality teams for seamless dispatch activities.
• Arrange loading of cartons, reels, and packaged materials as per shipment plan.
• Liaise with transporters, drivers, third-party carriers, and freight providers.
• Monitor and ensure on-time dispatch and delivery performance.
• Track shipments and inform management of potential delays or issues.

B. Documentation & Compliance

• Generate and verify all relevant dispatch documents:
• Delivery challans
• Gate passes
• Invoices (in coordination with Accounts)
• E-way bills & transport documents
• Bills of lading / airway bills (if applicable)
• Maintain accurate dispatch records for audits and reporting.
• Ensure compliance with statutory requirements (GST, transport laws, safety guidelines).
• Update system entries (ERP/WMS) with dispatch statuses.

C. Inventory & Warehouse Coordination

• Collaborate with Warehouse In-Charge to ensure correct picking, packing, and staging of goods.
• Verify quality standards before dispatch and coordinate returns or rejections.
• Monitor stock movement, discrepancies and report shortages/overages.
• Assist with monthly stock reconciliation and cycle counts.

D. Customer & Stakeholder Support

• Address customer queries regarding delivery schedules, tracking status, and documentation.
• Communicate changes in dispatch timelines proactively.
• Work with Sales & Customer Service for delivery confirmations and feedback.

E. Safety & Process Improvement

• Ensure all dispatch activities follow safety & housekeeping standards.
• Suggest and implement process improvements for faster & error-free dispatch cycles.
• Support logistics strategy discussions and cost optimization initiatives.

Required Skills & Competencies

Technical Skills

• Knowledge of logistics, warehousing, and supply chain operations.
• Proficient in ERP systems (e.g., Tally, SAP, Oracle, Microsoft Dynamics) or WMS.
• Basic understanding of GST, E-Way Bill generation, and transport documentation.
• MS Office skills (Excel, Word).

Behavioral Skills

• Excellent communication (verbal & written).
• Attention to detail and strong organizational skills.
• Problem-solving mindset with ability to handle tight deadlines.
• Team player with customer-centric approach.

Educational & Experience Requirements

• Education:
• Diploma / Bachelor’s degree in
• Logistics, Supply Chain, Business Administration, Commerce
• or similar field.
• Experience:

1–3 years (for entry level).Work Environment & Conditions

• On-site work in factory/warehouse environment.
• Requires coordination with warehousing, transport staff, and production teams.
• Occasional extended hours based on dispatch schedules.

Pay: ₹15,000.00 - ₹25,000.00 per month

Benefits:

• Paid time off

Work Location: In person