Dispatch Executive

ASYLUM REMEDIESJOB DESCRIPTION – DISPATCH EXECUTIVEPosition: Dispatch Executive

Department: Dispatch / Warehouse / Logistics

Location: Asylum Remedies, Butibori MIDC, Maharashtra

Employment Type: Full-Time

Reporting To: Store / Dispatch Manager

1. Job SummaryThe Dispatch Executive will be responsible for managing the timely and accurate dispatch of finished goods, maintaining dispatch records, coordinating with the warehouse, sales, accounts and logistics teams, and ensuring that all products are dispatched as per approved orders and company procedures.

The candidate will ensure proper order processing, batch-wise dispatch, invoice verification, packing, documentation, stock updates, transportation coordination and delivery tracking, while following company SOPs, safety standards and applicable pharmaceutical industry practices.

• 2. Key ResponsibilitiesA. Dispatch ManagementPlan and coordinate daily dispatch activities as per approved orders.
• Verify customer orders, dispatch instructions and invoices before shipment.
• Ensure correct product, quantity, batch number and packing.
• Follow FIFO/FEFO principles wherever applicable.
• Ensure timely dispatch of finished goods to distributors, stockists, customers and other authorized parties.
• Coordinate with the warehouse team for product availability.
• Ensure proper handling of products during loading and dispatch.
• B. Order & Document VerificationVerify Sales Orders, Delivery Challans, Invoices and other dispatch documents.
• Ensure the dispatched quantity matches the approved order and invoice.
• Verify product name, batch number, manufacturing date, expiry date and quantity.
• Maintain proper dispatch documentation and records.
• Ensure all required documents are provided with the shipment.
• C. Packing & LoadingEnsure proper packing of products before dispatch.
• Check cartons/packages for damage, leakage or improper sealing.
• Ensure proper labeling of packages.
• Coordinate loading activities and ensure products are loaded safely.
• Ensure batch-wise and product-wise segregation wherever required.
• Take appropriate precautions for fragile or temperature-sensitive products, if applicable.
• D. Inventory & Stock CoordinationCoordinate with the Inventory/Store team regarding available stock.
• Ensure accurate deduction of dispatched stock from inventory records.
• Maintain batch-wise and expiry-wise dispatch records.
• Monitor near-expiry and slow-moving finished goods.
• Report stock discrepancies immediately to the concerned manager.
• Assist in periodic physical stock verification and reconciliation.
• E. Transport & Logistics CoordinationCoordinate with transporters, courier agencies and logistics partners.
• Arrange vehicles/transport as per dispatch requirements.
• Share shipment details with the concerned department.
• Maintain transporter and vehicle details.
• Track dispatched shipments and follow up for timely delivery.
• Record delivery status and Proof of Delivery (POD).
• Immediately report delayed, damaged, short or returned shipments.
• F. ERP & MIS ReportingEnter all dispatch transactions accurately into the ERP/software.
• Update stock and dispatch records on a daily basis.
• Prepare Daily, Weekly and Monthly Dispatch Reports.
• Maintain customer-wise and distributor-wise dispatch records.
• Prepare pending dispatch, delivered, returned and outstanding shipment reports.
• Maintain dispatch data using MS Excel.
• Ensure timely and accurate system updates.
• G. Returns & Replacement ManagementCoordinate with the concerned departments regarding returned goods.
• Maintain records of damaged, expired, rejected and returned products.
• Verify returned quantities and batch details.
• Coordinate with QA/QC and Stores for further action on returned goods.
• Maintain proper documentation for replacement or re-dispatch.

H. CoordinationCoordinate effectively with:

• Sales Department
• Warehouse / Inventory Department
• Production Department
• QA/QC Department
• Finance / Accounts Department
• Purchase Department
• Transporters / Logistics Partners

to ensure smooth and timely dispatch operations.

• 3. Required QualificationGraduate in B.Com / B.Sc / BBA / B.Pharm / Supply Chain Management / Logistics or related field.
• Candidates with relevant experience in pharmaceutical, healthcare, warehouse, logistics or dispatch operations will be preferred.
• 4. Experience1–3 years of experience in Dispatch / Warehouse / Logistics operations preferred.
• Experience in the pharmaceutical or FMCG industry will be an added advantage.
• Freshers with good knowledge of MS Excel, documentation and logistics operations may also be considered.
• 5. Required SkillsGood knowledge of Dispatch and Logistics Management.
• Understanding of FIFO / FEFO principles.
• Knowledge of batch-wise and expiry-wise product handling.
• Good MS Excel skills.
• ERP/software knowledge will be an advantage.
• Strong documentation and record-keeping skills.
• Good coordination and communication skills.
• Ability to manage multiple dispatches simultaneously.
• Good problem-solving and follow-up skills.
• High level of accuracy and attention to detail.
• 6. Key Performance Indicators (KPIs)Timely dispatch of customer orders.
• Dispatch accuracy with respect to product, quantity and batch.
• Reduction in dispatch errors.
• Proper batch and expiry management.
• Accurate ERP/system entries.
• Timely submission of dispatch MIS.
• Proper documentation and POD management.
• Reduction in damaged/returned shipments.
• Timely coordination with logistics partners.
• Inventory and dispatch record accuracy.
• Customer/distributor delivery satisfaction.
• 7. Personal AttributesHonest, responsible and disciplined.
• Detail-oriented and organized.
• Good communication and coordination skills.
• Ability to work under pressure and meet deadlines.
• Team-oriented and cooperative.
• Strong follow-up ability.
• Willingness to learn company SOPs and processes.
• Strong sense of accountability for company products and documents.
• Professional attitude towards customers, distributors and transport partners.

ImportantThe employee shall be responsible for ensuring that all dispatch activities are carried out strictly according to company policies, approved SOPs, authorized orders and management instructions.

Any shortage, damage, incorrect dispatch, documentation error, batch mismatch or other discrepancy must be immediately reported to the reporting manager.