Transport Coordinator / Dispatch & Logistics Executive

Designation: Transport Coordinator / Dispatch & Logistics Executive

Role Objective

To plan, coordinate, and control all inbound and outbound vehicle movement, ensuring timely loading, unloading, dispatch, and documentation with minimum delays and costs.

Key Responsibilities

1. Vehicle & Movement Planning

• Plan daily inbound & outbound truck schedules
• Coordinate with transporters, drivers, factory & warehouse teams
• Track ETA, reporting time, and departure time of vehicles
• Ensure optimal truck utilization (avoid half-empty or delayed trucks)

2. Loading & Unloading Coordination

• Supervise loading and unloading operations
• Ensure correct SKU, quantity, and packaging as per dispatch plan
• Monitor loading time to avoid detention/demurrage charges
• Ensure safe handling of goods to avoid damage

3. Transporter & Driver Coordination

• Coordinate with external transporters and in-house drivers
• Share pickup/drop details, gate entry timings, and documentation
• Resolve driver issues related to waiting, routing, or loading delays

4. Documentation & Records

• Prepare and verify:
• LR / GR
• E-way bills
• Invoices & packing lists
• Maintain daily vehicle movement register
• Track POD (Proof of Delivery) and close dispatches

5. Cost & Efficiency Control

• Track freight costs and loading efficiency
• Highlight delays, extra halts, or penalties
• Support rate comparison and transporter performance evaluation

6. Coordination & Reporting

• Coordinate with:
• Production team
• Warehouse team
• Accounts team
• Share daily dispatch status and vehicle reports
• Escalate delays or issues proactively

Skills & Competencies

• Strong coordination & follow-up skills
• Good knowledge of logistics, transport, and warehouse operations
• Ability to handle multiple vehicles simultaneously
• Basic Excel & WhatsApp coordination
• Understanding of e-way bill & transport documentation

Experience & Qualification

• 2–5 year’s experience in logistics / dispatch / transport coordination
• Experience in factory or warehouse environment preferred
• 10th pass

KPIs (How performance can be measured)

• On-time dispatch percentage
• Vehicle turnaround time
• Loading/unloading delays
• Freight cost control
• Documentation accuracy