Senior Executive - Dispatch

Job Summary

Job Purpose

To independently manage and execute day-to-day finished goods dispatch operations, ensuring 100% dispatch accuracy, timely vehicle placement, proper documentation, inventory accuracy, and adherence to safety and statutory requirements. The role will coordinate with PPC, Production, Sales, Warehouse, Transporters, Finance, and customers to achieve the dispatch plan.

Key Responsibilities

• Dispatch Planning Execution Execute the daily and monthly dispatch plan in line with customer and business requirements. Coordinate with PPC and Finished Goods Store for product availability and dispatch readiness. Prioritize customer-critical, ageing, and urgent dispatches. Monitor planned vs. actual dispatch on a daily basis. Identify bottlenecks and take corrective action to achieve dispatch targets. Ensure timely dispatch closure in SAP/ERP.
• Vehicle Transporter Management Coordinate with logistics/transporters for timely vehicle placement. Prepare and monitor the day-wise vehicle requirement and loading plan. Ensure appropriate vehicle type and capacity for the planned load. Monitor vehicle reporting, loading, documentation, and departure. Minimize vehicle detention and improve vehicle turnaround time. Escalate vehicle shortages and delays to the concerned stakeholders.
• SAP / ERP Documentation Process dispatch transactions accurately in SAP/ERP. Generate and verify OBD, picking documents, invoices, delivery challans, e-way bills, and other applicable documents. Ensure physical material, SAP stock, invoice, and dispatch quantity are matched before vehicle release. Maintain proper system and document traceability. Resolve SAP-related dispatch issues in coordination with PPC/IT/Finance.
• Finished Goods Inventory Control Ensure correct model, quantity, customer, destination, and packaging before loading. Maintain accurate FG inventory and dispatch records. Reconcile physical stock with SAP stock. Identify and report stock discrepancies immediately. Support month-end, quarter-end, and year-end physical inventory verification. Ensure FIFO/FEFO practices wherever applicable. Control ageing and slow-moving finished goods through proper dispatch prioritization.
• Loading Material Handling Supervise loading to ensure safe and damage-free handling of finished goods. Ensure proper product identification and loading sequence. Verify loading quantity against invoice/OBD. Ensure proper vehicle loading, stacking, lashing, and protection. Coordinate with MHE operators and loading manpower. Ensure compliance with plant EHS and material-handling procedures.
• Team Shift Coordination Guide and monitor dispatch executives, operators, loaders, and contract manpower. Allocate manpower based on daily dispatch requirements. Ensure effective utilization of loading docks, MHE, and dispatch area. Monitor shift-wise dispatch performance. Train team members on SOPs, SAP transactions, safety, and documentation.
• Coordination with Internal External Stakeholders Coordinate closely with: PPC Production Finished Goods Store Sales Customer Service Logistics / Transporters Finance Commercial Quality Security Warehouse / Distribution Centres Resolve dispatch-related issues on priority. Provide regular status updates to management.
• MIS Performance Reporting Prepare and maintain daily/weekly/monthly reports covering: Dispatch plan vs. actual Customer/warehouse-wise dispatch Vehicle placement status Pending dispatch Vehicle turnaround time FG stock Ageing stock Loading productivity Dispatch shortages/delays Dispatch-related complaints Key KPIs / KRAs KPI Key Measure Dispatch Plan Achievement = 100% of approved plan On-Time Dispatch % dispatch within committed timeline Dispatch Accuracy Model/quantity/customer/document accuracy Vehicle Placement % vehicles placed as per plan Vehicle TAT Reduction in loading detention time Inventory Accuracy Physical vs. SAP accuracy