Dispatch Executive

Job Description (JD)

Dispatch Supervisor in a Valve Manufacturing Company

Job Title: Dispatch Supervisor

Department: Dispatch / Logistics / Stores

Reporting To: Production Manager / Operations Manager / Plant Head

Location:  Manufacturing Plant (Valve Manufacturing Unit)

Job Purpose

The Dispatch Supervisor is responsible for planning, coordinating, and supervising the dispatch of finished valves and related components to customers in a timely, accurate, and cost-effective manner. The role ensures proper packaging, documentation, transportation coordination, and compliance with quality, safety, and statutory requirements.

Key Responsibilities

1. Dispatch Operations

Plan and execute daily dispatch schedules as per sales orders, production completion, and delivery commitments.

Ensure correct picking, packing, labelling, and dispatch of valves (manual, actuated, industrial, and customized valves).

Verify finished goods against Dispatch Advice, Delivery Challan, Invoice, and Packing List.

Ensure zero mix-ups of size, pressure class, material, and specifications during dispatch.

2. Coordination & Communication

Coordinate with Production, Quality, Stores, and Sales departments for dispatch readiness.

Communicate with transporters, logistics partners, and courier services for timely vehicle placement.

Update dispatch status to sales/marketing and customer support teams.

3. Packaging & Material Handling

Ensure proper packaging as per valve type (wooden box, pallet, bubble wrap, rust protection).

Supervise safe loading/unloading to prevent transit damage.

Ensure proper marking, tagging, and identification on all dispatch packages.

4. Documentation & Compliance

Prepare and verify dispatch documents:

Delivery Challan

Tax Invoice

Packing List

E-Way Bill

Test Certificates (Hydro / Pneumatic / PMI, if applicable)

Maintain dispatch registers, transporter records, and gate pass entries.

Ensure compliance with GST, Factory Act, and company SOPs.

5. Inventory & Record Management

Maintain accurate dispatch records and finished goods movement.

Coordinate with Stores for stock updates and reconciliation.

Report shortages, damages, or discrepancies immediately.

6. Quality & Safety

Ensure only quality-approved material is dispatched (QA cleared).

Follow safety norms during handling and loading of heavy valves.

Maintain clean, organized, and safe dispatch area.

7. Team Supervision

Supervise dispatch staff, helpers, loaders, and forklift operators.

Allocate work, monitor productivity, and ensure discipline.

Train team members on packing standards and safety practices.

8. Cost & Efficiency Control

Optimize vehicle utilization and dispatch routes to reduce freight costs.

Monitor transporter performance and escalate delays or issues.

Suggest process improvements to reduce dispatch errors and delays.

Key Performance Indicators (KPIs)

On-time dispatch and delivery performance

Dispatch accuracy (zero wrong dispatch)

Transit damage reduction

Documentation accuracy

Dispatch cost optimization

Required Qualifications

Diploma / Graduate (Mechanical / Production / Logistics preferred)

Basic computer knowledge (ERP, Excel, email)

Knowledge of GST & E-Way Bill process

Experience

3–6 years experience in dispatch/logistics in engineering or valve manufacturing industry

Experience in handling heavy industrial products preferred

Skills & Competencies

Strong coordination and planning skills

Knowledge of valve types, specifications, and industrial packaging

Leadership and team handling ability

Attention to detail and documentation accuracy

Ability to work under pressure and meet deadlines

Working Conditions

Factory / plant environment

May require extended hours during peak dispatch periods

Physical supervision of loading operations

Authority & Accountability

Authority to approve dispatch readiness and vehicle loading

Accountable for dispatch accuracy, safety, and timeliness