Dispatch Executive

Job Summary

We are seeking an organized and proactive Dispatch Executive to operate out of our Head Office. In this role, you will act as the central bridge between our Sales team, our Manufacturing Plant, and our transport partners. You will be responsible for planning, executing, and tracking all outbound dispatches, ensuring that our chemical products are delivered safely, on time, and in strict compliance with all regulatory standards.

Key Responsibilities

1. Centralized Dispatch Planning & Coordination

• Plan daily/weekly dispatch clearance plans.
• Coordinate continuously with the Plant Dispatch/Production teams to align vehicle placement with material readiness.
• Plan optimal routes and consolidate shipments where possible to reduce freight costs.

2. Transporter & Vendor Management

• Source, negotiate, and finalize contracts with transport vendors and fleet owners.
• Arrange appropriate vehicles for chemical transport (e.g., specialized tankers, ISO containers, or standard trucks for drum/bagized cargo).
• Monitor vendor performance, resolve disputes, and ensure a continuous supply of vehicles even during peak demand.

3. Documentation & Statutory Compliance

• Ensure the timely and accurate generation of all dispatch-related documents (Invoices, E-Way Bills, Packing Lists,etc).
• Ensure all dispatches comply with hazardous material (HAZMAT) transportation regulations.
• Verify that mandatory safety documents, such as Material Safety Data Sheets (MSDS) and TREM cards, accompany the designated chemical shipments.

4. Tracking & Issue Resolution

• Track shipments in transit from the plant to the customer's site and provide active updates to the Sales team.
• Proactively manage and resolve any transit issues, such as vehicle breakdowns, delays, or toll/border hold-ups.
• Coordinate with the plant and customer regarding the safe unloading of hazardous chemicals if required.

5. Reporting & MIS

• Maintain accurate daily dispatch trackers and update the system in real-time.
• Prepare monthly MIS reports on freight costs, vendor performance, dispatch volumes, and on-time delivery (OTIF) metrics.
• Process and verify transporter freight bills for timely payment clearance by the Finance team.

Qualifications & Requirements

Education: Bachelor’s degree in Commerce, Supply Chain Management, Logistics, or a related field. (A diploma/certification in Logistics is a plus).

Experience: 2 to 5 years of experience in dispatch, logistics, or supply chain (within the chemical manufacturing or allied industries is preferred).

Technical Skills:

• Hands-on experience with ERP software.
• Strong proficiency in MS Excel (VLOOKUP, Pivot tables) for MIS reporting.
• Familiarity with the E-Way bill portal and GST invoicing norms.

Industry Knowledge: Clear understanding of safety standards for transporting hazardous and non-hazardous chemicals, including tanker specifications (e.g., SS, MS, Rubber-lined).

Soft Skills: Strong negotiation skills, excellent cross-functional communication (to manage both plant personnel and corporate sales teams), and high problem-solving agility.