Dispatch Executive

Solar Smart Pvt. Ltd. is seeking a highly organized and proactive Dispatch Executive to manage and coordinate dispatch operations for solar equipment and materials. This position, based in Ahmedabad, is critical to ensuring timely, efficient, and cost-effective deliveries to project sites across Gujarat and Maharashtra. The role requires close coordination with internal departments, logistics partners, and field teams to ensure seamless execution aligned with project timelines.

Key Responsibilities

1. Coordinating Dispatch Operations

• Oversee daily dispatch activities involving warehouse staff, drivers, and vendors.
• Ensure all dispatches are executed on time as per project and customer requirements.

2. Scheduling and Planning

• Prepare and maintain dispatch schedules based on material availability and site readiness.
• Work closely with procurement, warehouse, and project teams to align dispatch plans.

3. Route Optimization

• Strategically plan transport routes to reduce delivery time, fuel costs, and delays.
• Optimize routing for remote locations and multi-site deliveries.

4. Tracking and Monitoring

• Monitor dispatch movement in real-time via GPS or regular driver communication.
• Proactively manage delays or route changes and coordinate corrective actions.

5. Communication

• Serve as the primary point of contact between drivers, logistics vendors, project engineers, and clients.
• Share timely updates with internal stakeholders on dispatch progress and exceptions.

6. Managing Dispatch Team

• Supervise loading/unloading operations and ensure adherence to safety protocols.
• Train and guide support staff involved in documentation and logistics handling.

7. Resolving Issues

• Manage incidents such as damaged shipments, incorrect deliveries, or vehicle breakdowns.
• Coordinate with vendors, insurers, and internal teams for resolution and claims processing.

8. Documentation and Records

• Maintain complete dispatch documentation including delivery challans, movement slips, and PODs.
• Ensure both physical and digital records are accurate, up-to-date, and audit-compliant.

9. Performance Analysis

• Track dispatch KPIs such as on-time delivery, lead time, and transportation efficiency.
• Generate and share reports (daily/weekly/monthly) and propose improvements.

10. Team & Department Coordination

• Collaborate with warehouse, purchase, project execution, and customer service teams.
• Synchronize dispatch schedules with project timelines and site needs.

11. Compliance Assurance

• Ensure adherence to all regulatory, safety, and internal SOP standards.
• Confirm driver credentials and vehicle compliance with insurance and permits.

12. Budget & Cost Management

• Monitor fuel usage, transport charges, and other dispatch-related expenses.
• Recommend cost-saving measures while maintaining service quality.

13. Process Improvement

• Identify inefficiencies in dispatch operations and recommend solutions.
• Support implementation of dispatch software, digital tracking, and documentation systems.