Dispatch Executive

JOB DESCRIPTION – DISPATCH EXECUTIVE

Position: Dispatch Executive (MALE)

Department: Dispatch / Operations

Location: Hyderabad

Reporting To: Operations / Sales Manager

Experience:0–2 Years

Employment Type: Full-Time

Job Summary

We are looking for a responsible and organized Dispatch Executive to manage the day-to-day dispatch of products and ensure that customer orders are packed, documented, and delivered on time. The candidate will coordinate with the sales, warehouses, accounts, transporters, and customers to ensure smooth and accurate order dispatch.

Key Responsibilities

1. Order & Dispatch Management

• Receive and verify approved sales orders, invoices, and dispatch instructions.
• Coordinate with the warehouse team for product availability and picking.
• Ensure the correct product, quantity, model number, and specifications are dispatched against each order.
• Prepare and maintain dispatch schedules.
• Ensure orders are dispatched within the committed timeline.

2. Packing & Documentation

• Verify that products are properly packed and protected before dispatch.
• Prepare dispatch documents such as:
• Invoice
• Delivery Challan
• E-Way Bill, wherever applicable
• LR / Transport Receipt
• Packing List
• Check all documents for accuracy before handing over the shipment.

3. Transport & Courier Coordination

• Coordinate with transporters, courier companies, and logistics partners.
• Arrange vehicles or courier pickups as required.
• Share shipment details and tracking information with the concerned sales/customer team.
• Follow up with transporters regarding delivery status and delays.
• Obtain and maintain LR/consignment details for dispatched orders.

4. Inventory & Warehouse Coordination

• Coordinate with the warehouse regarding stock availability.
• Ensure material issued for dispatch matches the approved order.
• Report shortages, damages, wrong items, or discrepancies immediately.
• Assist in maintaining accurate dispatch and stock records.

5. Customer & Internal Coordination

• Coordinate with Sales, Accounts, Purchase, Warehouse, and Project teams.
• Inform the concerned team about dispatch status and expected delivery dates.
• Handle routine customer queries related to shipment and delivery.
• Follow up for Proof of Delivery (POD) after delivery.

6. Records & Reporting

• Maintain daily dispatch records in Excel/ERP/software.
• Maintain records of:
• Order number
• Customer name
• Invoice number
• Dispatch date
• Transporter/courier
• LR/Tracking number
• Quantity
• Delivery status
• POD status
• Prepare daily/weekly dispatch reports for management.

Required Skills

• Good knowledge of dispatch and logistics operations.
• Good working knowledge of MS Excel and MS Office.
• Knowledge of invoices, delivery challans, LR and e-way bills.
• Good coordination and communication skills.
• Ability to manage multiple dispatches simultaneously.
• Strong attention to detail.
• Good follow-up and problem-solving skills.
• Ability to work under deadlines.
• Hindi, Telugu Languages

Qualification

• Any Graduate / Diploma preferred.
• 0–2 years of experience in dispatch, logistics, warehouse, or order processing.
• Experience in lighting, electrical, manufacturing, trading, or building-material companies will be an advantage.

Key Performance Indicators (KPIs)

• Dispatch accuracy
• On-time dispatch percentage
• Documentation accuracy
• Reduction in dispatch errors
• Timely transporter/courier coordination
• POD collection and record maintenance
• Customer delivery coordination
• Accurate daily dispatch reporting

Working Requirements

• Coordinate closely with the warehouse and sales teams.
• Ensure all dispatches are properly authorized before shipment.
• Maintain confidentiality of customer and company information.
• Follow company procedures for packing, documentation, and dispatch.
• Escalate delays, damages, shortages, or discrepancies to the reporting manager immediately.