Dispatch Executive

Role & responsibilities :

1. Dispatch Operations Management

• Plan and execute daily dispatch schedules based on sales orders and production output.
• Ensure timely loading and dispatch of particle boards as per delivery timelines.
• Coordinate with production, warehouse, and sales teams to align dispatch priorities.
• Monitor vehicle availability and optimize transport utilization.

2. Documentation & Compliance

• Prepare and verify dispatch documents such as invoices, e-way bills, delivery challans, LR copies, and transport permits.
• Ensure compliance with GST, transport regulations, and company policies.
• Maintain accurate dispatch records in ERP systems.

3. Logistics & Transportation Coordination

• Liaise with transporters for vehicle placement and freight negotiation.
• Track shipments and ensure on-time delivery.
• Resolve transit-related issues, delays, or damages.

4. Inventory & Warehouse Coordination

• Coordinate with warehouse team for proper stacking, labeling, and loading of particle boards.
• Ensure FIFO compliance where applicable.
• Conduct regular stock reconciliation with inventory team.

5. Team Supervision

• Supervise loading staff and dispatch assistants.
• Ensure adherence to safety standards during loading/unloading.
• Train team members on dispatch procedures and documentation.

6. Reporting & MIS

• Prepare daily/weekly/monthly dispatch reports.
• Track KPIs such as on-time dispatch, freight cost, delivery lead time, and damage rate.
• Maintain transporter performance records.

Key Skills & Competencies:

• Strong knowledge of logistics and transportation management.
• Familiarity with ERP systems (SAP/Oracle/Tally).
• Understanding of GST documentation and e-way bill process.
• Good coordination and communication skills.
• Ability to work under pressure and manage tight dispatch schedules.
• Problem-solving and negotiation skills

Safety Measures:

• Conduct toolbox talks / shift briefings
• Issue and Verify PPE compliance
• Enforce SOP / LOTO / Permit to Work
• Report incidents / near misses promptly and Support incident investigations
• Ensure only trained / authorized persons operate equipment
• Escalate unresolved unsafe conditions, near miss hazards to Line Manager