Dispatch Executive

Job Description: Dispatch Executive

Department: Logistics / Warehouse

Reports To: Logistics Manager

Location: Factory / Warehouse

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Position Summary

The Dispatch Executive is responsible for ensuring accurate and timely dispatch of finished goods to customers and distributors. The role includes picking stock as per invoice, verifying quantities, coordinating vehicle loading, maintaining dispatch records, and conducting daily stock checks to ensure inventory accuracy.

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Key Responsibilities

1. Invoice-Based Stock Picking

* Receive approved invoices or delivery challans from the accounts/sales department.

* Pick products strictly according to the invoice details.

* Verify item code, batch number, quantity, and packaging before dispatch.

* Ensure FIFO/FEFO principles are followed where applicable.

2. Stock Verification

* Check available stock before preparing dispatch.

* Ensure physical stock matches system stock.

* Report any shortages, excess, or damaged goods to the Logistics Manager immediately.

3. Vehicle Loading Supervision

* Arrange products in the staging area for dispatch.

* Supervise loading to ensure correct quantities are loaded.

* Ensure goods are loaded safely to avoid transit damage.

* Confirm dispatch documents accompany each vehicle.

4. Daily Stock Counting

* Conduct daily physical stock checks of key items.

* Reconcile physical stock with ERP/manual stock records.

* Report stock variances and investigate reasons.

5. Documentation and Record Keeping

* Maintain dispatch register and stock movement records.

* Update dispatch entries in ERP or Excel.

* File invoices, e-way bills, and transport documents properly.

6. Coordination

* Coordinate with warehouse staff, forklift operators, transporters, and the sales/accounts teams.

* Inform the Logistics Manager about dispatch status, delays, or discrepancies.

7. Housekeeping and Safety

* Maintain cleanliness and organization in the dispatch area.

* Follow safety procedures during handling and loading.

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Daily Duties Checklist

* Verify dispatch plan for the day.

* Check stock availability.

* Pick materials as per invoice.

* Cross-check quantities and batches.

* Supervise vehicle loading.

* Update dispatch records.

* Perform stock count.

* Report variances and pending dispatches.

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Key Performance Indicators (KPIs)

* 100% dispatch accuracy.

* Zero wrong shipments.

* Daily stock reconciliation completion.

* On-time dispatch rate.

* Minimal stock variance.

* Proper documentation for every dispatch.

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Authority Level

The Dispatch Executive has the authority to:

* Stop dispatch if invoice and stock do not match.

* Reject damaged or expired stock from dispatch.

* Escalate stock discrepancies to the Logistics Manager.

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Required Skills

* Strong attention to detail.

* Basic inventory and warehouse knowledge.

* Familiarity with ERP systems or Excel.

* Good coordination and communication skills.

* Ability to work under pressure.

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Qualifications

* Graduate or Diploma in Logistics, Supply Chain, or related field.

* 2–5 years of warehouse/dispatch experience, preferably in FMCG.

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Behavioral Expectations

* Honest and accountable.

* Disciplined and punctual.

* Team-oriented.

* Proactive in resolving issues.

* Committed to accuracy.

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Reporting Requirements

The Dispatch Executive must submit the following to the Logistics Manager:

* Daily dispatch summary.

* Daily stock reconciliation report.

* Pending dispatch report.

* Stock discrepancy report.

* Damage and expiry report.