Dispatch Executive

Job Summary

The Dispatch Executive is responsible for daily dispatch operations, accurate stock inward and outward movement, and coordination between warehouse, production, and logistics to ensure timely and error-free delivery of goods. The role requires strict adherence to inventory control, documentation, and compliance standards.

Key Responsibilities

1. Daily Dispatch Operations

Execute daily dispatch as per sales orders and dispatch plan

• Coordinate with warehouse for picking, packing, labeling, and loading
• Ensure correct product, quantity, batch, and packaging as per invoice
• Prepare and verify dispatch documents (Invoice, E-way Bill, Packing List)
• Handover material to transporter and confirm dispatch completion
• Update dispatch status in ERP / Excel on a real-time basis

2. Stock Inward & Outward Management

• Record stock inward from production / suppliers with proper GRN
• Maintain accurate stock outward entries for all dispatched material
• Ensure FIFO / FEFO compliance during dispatch
• Monitor daily stock balance and report discrepancies immediately
• Support physical stock verification and cycle counts
• Maintain stock registers / ERP inventory records accurately

3. Documentation & Compliance

• Ensure dispatch compliance with GST, E-way Bill, and internal SOPs
• Maintain proper filing of invoices, transport documents, and GRNs
• Assist during audits by providing dispatch and stock records
• Follow food safety and hygiene norms during handling and dispatch

4. Coordination & Communication

• Coordinate with sales team for order clarity and priority dispatch
• Coordinate with logistics partners / transporters for vehicle placement
• Communicate dispatch delays, shortages, or issues to the supervisor
• Work closely with production and quality teams for release of material

5. Process Discipline & Reporting

Prepare daily dispatch and stock movement reports

• Highlight damages, shortages, excess stock, or slow-moving items
• Follow SOPs and ensure discipline in dispatch and inventory processes
• Support continuous improvement initiatives to reduce errors and delays
• Required Skills & QualificationsGraduate / Diploma in any discipline (Logistics preferred)
• 1–3 years experience in dispatch / warehouse / inventory operations
• Basic knowledge of ERP, Excel, inventory management
• Understanding of GST & E-way bill process
• Attention to detail and ability to work under deadlines
• Good coordination and communication skills
• Key Performance Indicators (KPIs)On-time daily dispatch
• Dispatch accuracy (quantity & documentation)
• Zero stock mismatch
• FIFO / FEFO adherence
• Documentation and compliance accuracy