Dispatch Executive

Job Description – Dispatch Executive

Designation: Dispatch Executive

Department: Dispatch / Logistics / Operations

Location: [Location]

Reporting To: Dispatch Manager / Operations Manager

Experience: 2–5 Years

Industry Preference: Manufacturing / Engineering / Industrial Products

Job PurposeTo manage and execute the end-to-end dispatch process, ensuring finished goods are dispatched accurately, safely, and on time while maintaining proper documentation, coordination with internal departments, transporters, and customers.

Key Responsibilities1. Dispatch Planning & Execution

• Plan and execute daily dispatches based on approved dispatch schedules and customer requirements.
• Coordinate with Production, Stores, Purchase, Sales, and Accounts for dispatch readiness.
• Verify product availability, quantity, specifications, and packaging before dispatch.
• Ensure timely loading and movement of material as per committed schedules.
• Monitor pending and delayed dispatches and escalate exceptions.

2. Documentation & Compliance

• Prepare and verify delivery challans, invoices, e-way bills, packing lists, LR/transport documents, and other dispatch-related documents.
• Ensure documentation matches the actual material being dispatched.
• Maintain accurate dispatch records in ERP/system and physical records wherever required.
• Coordinate with Accounts for invoice and e-way bill requirements.

3. Transporter & Logistics Coordination

• Coordinate with transporters, drivers, and logistics partners for vehicle placement and dispatch.
• Verify vehicle details, loading capacity, and transportation requirements.
• Negotiate or coordinate freight requirements as per company-approved terms.
• Track dispatched shipments and follow up for delivery status.
• Maintain transporter performance and dispatch-related records.

4. Material Handling & Loading

• Coordinate proper packing, identification, and labeling of materials.
• Ensure material is loaded safely to prevent damage during transportation.
• Verify quantity and condition of material before vehicle departure.
• Coordinate with warehouse/store personnel for material movement.

5. System & MIS

• Update dispatch transactions and shipment status in ERP/HRMS/logistics systems as applicable.
• Prepare daily/weekly dispatch reports.
• Maintain records of pending dispatches, in-transit materials, delivered shipments, and customer returns.
• Provide dispatch data and reports to management as required.

6. Coordination & Customer Support

• Coordinate with Sales/Customer Service regarding customer delivery requirements.
• Support resolution of delivery delays, shortages, damages, or documentation issues.
• Maintain professional communication with customers, transporters, and internal stakeholders.
• Key Performance Indicators (KPIs)Dispatch adherence to committed schedule
• Dispatch accuracy
• Documentation accuracy
• On-time vehicle placement
• On-time delivery coordination
• Dispatch-related customer complaints
• Material damage/loss during transit
• Pending dispatch ageing
• ERP/system update accuracy
• Freight and logistics cost control
• Required Skills & CompetenciesGood knowledge of dispatch and logistics processes
• Working knowledge of GST-related dispatch documentation and e-way bills
• ERP/software proficiency
• MS Excel and MIS reporting skills
• Strong coordination and follow-up skills
• Attention to detail
• Good communication skills
• Ability to work under dispatch deadlines
• Problem-solving and escalation management
• Basic understanding of inventory and material handling
• QualificationGraduate in Commerce, Logistics, Operations, Supply Chain, or a related discipline.
• Diploma/ITI with relevant manufacturing experience may also be considered.
• Preferred Experience2–5 years of experience in dispatch, logistics, warehouse, or supply chain operations.
• Experience in engineering/manufacturing or industrial products will be preferred.
• Experience handling B2B/customer-specific dispatches will be an advantage.

Job ExpectationsThe incumbent is expected to ensure that every dispatch is accurate, documented, properly packed, safely loaded, and executed within the committed timeline, while maintaining complete traceability of material movement.