Dispatch Supervisor

Role Summary

We are looking for a highly organized and detail-oriented Dispatch & Accounts Executive to manage dispatch operations, invoicing, stock reconciliation, and coordination between accounts, production, and dispatch teams. The candidate will ensure accurate billing, timely dispatches, proper documentation, and smooth order execution.

Key Responsibilities

1.⁠ ⁠Dispatch Operations

•⁠ ⁠Coordinate daily dispatch schedules with production and sales teams.

•⁠ ⁠Prepare dispatch documents including invoices, e-way bills, packing lists, and transporter details.

•⁠ ⁠Ensure orders are dispatched accurately and on time.

•⁠ ⁠Track pending dispatches and update management daily.

•⁠ ⁠Coordinate with transporters for pickup and delivery.

•⁠ ⁠Maintain dispatch registers and records.

2.⁠ ⁠Billing & Invoicing

•⁠ ⁠Create sales invoices in Tally.

•⁠ ⁠Generate GST-compliant invoices.

•⁠ ⁠Verify order quantities, rates, and customer details before billing.

•⁠ ⁠Ensure all invoices are shared with customers and internal teams.

•⁠ ⁠Maintain invoice records systematically.

3.⁠ ⁠Accounts & Reconciliation

•⁠ ⁠Entry of sales invoices, credit notes, debit notes, and receipts in Tally.

•⁠ ⁠Reconcile dispatch records with invoices generated.

•⁠ ⁠Match dispatch quantities with billed quantities.

•⁠ ⁠Daily reconciliation of sales, dispatch, and inventory records.

•⁠ ⁠Assist in customer ledger reconciliation.

•⁠ ⁠Follow up internally for payment-related documentation.

4.⁠ ⁠Inventory & Stock Coordination

•⁠ ⁠Coordinate with stores and production teams for stock availability.

•⁠ ⁠Verify finished goods before dispatch.

•⁠ ⁠Maintain dispatch vs stock reconciliation reports.

•⁠ ⁠Highlight stock discrepancies immediately.

5.⁠ ⁠Reporting & Documentation

•⁠ ⁠Prepare Daily Dispatch Report.

•⁠ ⁠Prepare Pending Order Report.

•⁠ ⁠Prepare Billing Report.

•⁠ ⁠Maintain customer-wise order status reports.

•⁠ ⁠Keep physical and digital records updated.

6.⁠ ⁠Internal Coordination

•⁠ ⁠Coordinate with Sales Team for order confirmation.

•⁠ ⁠Coordinate with Production Team for readiness of material.

•⁠ ⁠Coordinate with Accounts Team for invoicing and payments.

•⁠ ⁠Coordinate with Purchase Team if dispatch-related materials are required.

Required Skills

•⁠ ⁠Tally Prime proficiency.

•⁠ ⁠MS Excel (VLOOKUP, Pivot Tables, Filters, Basic Formulas).

•⁠ ⁠Understanding of GST invoicing.

•⁠ ⁠Dispatch and logistics coordination experience.

•⁠ ⁠Strong documentation and reconciliation skills.

•⁠ ⁠Good communication and follow-up ability.

•⁠ ⁠Attention to detail and accuracy