Dispatch Executive

Job Description

Job Title: Dispatch Executive (M/F) Experience: 2-4 years of experience in a dispatch, logistics, or warehouse operations role, preferably within a trading, distribution, or manufacturing environment. Qualification: Bachelor's degree or Diploma in Logistics, Supply Chain Management, Business Administration, or a related field. Work Location: Makarpura GIDC, Vadodara. Skills: Material inward/outward, billing, coordination with transporter etc. Graduate with 2/3 years experience. Knowledge: o Strong understanding of dispatch procedures, inventory management, and logistics operations. o Familiarity with various transportation modes and carrier services. o Knowledge of relevant documentation (invoices, E-way bills, challans, etc.) and regulatory compliance. Skills: o Excellent organizational and time management skills with the ability to prioritize multiple tasks. o High attention to detail and accuracy. o Proficiency in Microsoft Office Suite (Excel, Word, Outlook). o Experience with ERP/inventory management software (e.g., Tally, SAP, customized systems) is a plus. o Strong communication (written and verbal) and interpersonal skills. o Problem-solving ability and a proactive approach. o Ability to work independently and as part of a team. Key Responsibilities: Order Processing & Preparation: o Receive and review sales orders and delivery schedules from the sales team. o Verify stock availability for outgoing orders and coordinate with the inventory team for any discrepancies. o Generate picking lists and ensure accurate picking of products according to order specifications. o Supervise and assist with the proper packing and labeling of goods, ensuring they are secure for transit. o Prepare necessary despatch documentation, including invoices, delivery challans, packing lists, E-way bills (if applicable), and any other statutory documents. Logistics & Transportation Coordination: o Coordinate with internal and external transporters/courier services for timely vehicle arrangements based on delivery requirements and routes. o Negotiate freight charges and ensure cost-effective transportation solutions. o Track and monitor shipments from dispatch to delivery, providing updates to relevant stakeholders. o Address and resolve any issues related to transit delays, damages, or discrepancies in coordination with transporters and customers. Documentation & Record Keeping: o Maintain accurate and up-to-date records of all dispatched goods, including quantities, destinations, and transportation details. o Ensure all dispatch-related documents are properly filed and easily retrievable for auditing purposes. o Generate daily/weekly/monthly dispatch reports for management review. o Comply with all legal and regulatory requirements related to goods movement and documentation. Warehouse & Inventory Coordination (as applicable): o Collaborate closely with warehouse staff to ensure efficient movement of goods from storage to the dispatch area. o Assist in periodic stock counts and reconciliation to maintain inventory accuracy. o Ensure the dispatch area is organized, clean, and adheres to safety standards. Customer & Internal Communication: o Communicate effectively with sales, accounts, warehouse, and customer service teams regarding order status, delivery schedules, and any potential issues. o Provide customers with delivery updates and resolve delivery-related queries or complaints professionally. Problem Solving & Continuous Improvement: o Identify and implement improvements in the dispatch process to enhance efficiency, reduce costs, and improve customer satisfaction. o Address any issues or discrepancies that arise during the dispatch process promptly and effectively.