Dispatch Executive

Job Purpose

To ensure timely and accurate dispatch of finished goods to customers, dealers, and other company locations by coordinating documentation, vehicle arrangements, material loading, inventory transactions, and transportation activities in accordance with company procedures and customer requirements.

2. Key Responsibilities

A. Dispatch Planning & Execution

• Plan and execute daily dispatch activities as per customer schedules and delivery commitments.
• Coordinate with Production, PPC, Quality, Stores, Sales, and Logistics teams to ensure material availability and timely dispatch.
• Verify finished goods, part numbers, quantities, and packaging before dispatch.
• Ensure proper material identification, labelling, packing, and loading as per customer requirements.
• Monitor dispatch schedules and ensure on-time delivery.

B. Documentation & ERP Transactions

• Prepare and verify delivery challans, tax invoices, e-way bills, packing lists, and other applicable dispatch documents.
• Generate dispatch documents and update material movements in ERP/SAP or other company systems.
• Ensure accuracy of customer details, billing information, quantities, and transporter details.
• Maintain dispatch registers, vehicle details, proof of delivery (POD), and other relevant records.
• Ensure compliance with applicable GST, e-way bill, and transportation documentation requirements.

C. Vehicle & Transporter Coordination

• Coordinate with transporters for timely placement of vehicles as per dispatch plans.
• Verify vehicle suitability, capacity, and basic safety requirements before loading.
• Monitor vehicle reporting, loading, departure, and delivery status.
• Follow up with transporters and customers regarding delayed or pending deliveries.
• Maintain transporter records and support freight cost monitoring.

D. Material Handling & Inventory Control

• Ensure proper physical verification of goods against dispatch documents.
• Coordinate loading and unloading activities to prevent material damage.
• Follow FIFO/FEFO principles wherever applicable and ensure correct batch or lot identification.
• Ensure proper stacking, packaging, and safe handling of materials.
• Report shortages, excess quantities, damages, and dispatch discrepancies to the concerned department.

E. Coordination & Reporting

• Prepare daily dispatch reports and pending dispatch statements.
• Coordinate with Quality for inspection clearance and release of finished goods.
• Follow up on customer delivery schedules and urgent dispatch requirements.
• Support internal and external audits by maintaining accurate dispatch records.
• Adhere to company policies, 5S, safety procedures, and stRole & responsibilities

Preferred candidate profile