Dispatch Executive

JOB DESCRIPTION

Operation Management & DISPATCH COORDINATOR

Company: Ampletrails

Department: Operations / Dispatch

Location: Gurugram, Haryana

Employment Type: Full-Time

Reporting To: Operations Manager / Management

1. JOB PURPOSE

The operation/ Dispatch Coordinator will be responsible for managing the company's day-to-day dispatch activities, maintaining accurate records, preparing dispatch-related documents, coordinating with customers, transporters, and internal departments, and ensuring timely movement of goods.

The candidate will also coordinate closely with the Accounts Department for invoices, payment status, billing documents, outstanding payments, and other account-related requirements.

2. KEY RESPONSIBILITIES

·      Manage and coordinate daily dispatch activities and schedules.

• Prepare and maintain Delivery Challans, Invoices, Packing Lists, E-Way Bills, and other dispatch documents.
• Coordinate with transporters, courier companies, and delivery partners for pickup and delivery.
• Track dispatched material and maintain delivery status records.
• Maintain daily dispatch data and reports in Microsoft Excel.
• Update customer details, order details, dispatch details, and delivery status accurately.
• Prepare professional emails for dispatch confirmation, document sharing, payment follow-ups, and delivery updates.
• Coordinate with the Accounts Department for invoice preparation, billing, payment status, and outstanding amounts.
• Ensure invoices and other financial documents are shared with the Accounts Team on time.
• Follow up with customers regarding pending payments and required documents when instructed.
• Maintain proper records of PODs (Proof of Delivery), invoices, challans, and courier/transport documents.
• Coordinate internally with Sales, Operations, Accounts, and Management teams.
• Handle routine customer and vendor communication related to dispatch and delivery.
• Prepare daily/weekly dispatch reports for management.
• Ensure all dispatch documentation is accurate and properly filed.
• Perform other administrative and coordination activities as assigned by management.

3. REQUIRED SKILLS

·      Good knowledge of Microsoft Excel including data entry, sorting, filtering, basic formulas, and maintaining reports.

• Good knowledge of MS Word and Email.
• Ability to draft professional and clear emails.
• Good written and verbal communication skills.
• Good coordination and follow-up skills.
• Basic understanding of invoicing and accounting processes.
• Ability to maintain accurate records and documentation.
• Strong attention to detail.
• Ability to coordinate with multiple departments and vendors.
• Good time-management and organizational skills.
• Ability to work independently and meet deadlines.

4. QUALIFICATION & EXPERIENCE

Qualification: Graduate in any stream.

Experience: 1–3 years of experience in dispatch, logistics, administration, documentation, or coordination.

Candidates with experience in Accounts coordination, invoicing, Excel reporting, and email communication will be preferred.

5. KEY PERFORMANCE AREAS (KPI)

·      Timely and accurate dispatch of goods.

• Accuracy of dispatch and invoice documentation.
• Proper maintenance of Excel records and reports.
• Timely coordination with the Accounts Department.
• Timely follow-up on deliveries and PODs.
• Effective communication with customers, vendors, and internal teams.
• Reduction of dispatch-related errors and delays.

6. PERSONAL ATTRIBUTES

·      Responsible and organized.

• Detail-oriented.
• Professional communication skills.
• Positive attitude and willingness to learn.
• Strong follow-up and coordination ability.
• Ability to handle multiple tasks simultaneously.

7. WORKING CONDITIONS

·      Full-time, office-based position.

• Regular coordination through phone calls, WhatsApp, and email.
• May require coordination with transporters, customers, vendors, and internal departments.
• Must be comfortable working with Excel and handling documentation on a daily basis.

Note: The above responsibilities may be modified or expanded according to business requirements and management needs.