Dispatch Manager

Job Title:

• Oversee the complete dispatch process including picking, packing, staging, vehicle loading, invoicing, and shipment release.
• Plan daily dispatch schedules based on customer orders, production readiness, and priority requirements.
• Ensure accurate preparation and verification of invoices, delivery challans, e-way bills, and other dispatch documents.
• Monitor daily dispatch activities to ensure timely delivery and adherence to customer commitments.
• Maintain records of dispatched materials, transporter details, and delivery confirmations.

2. Documentation & ERP Management

• Supervise all ERP entries (Tally / SAP / similar systems) related to dispatch and outward stock movements.
• Ensure accurate and timely generation of invoices, e-way bills, packing lists, and shipping documentation.
• Coordinate for proper documentation of RGP/NRGP materials and ensure on-time closure.
• Generate daily, weekly, and monthly dispatch reports and ensure data accuracy.
• Ensure compliance with GST and other statutory requirements related to outward movement.

3. Team Leadership & Coordination

• Supervise dispatch executives, loaders, operators, and contract manpower.
• Allocate daily dispatch activities and ensure optimum workforce utilization.
• Train and guide team members on documentation, ERP usage, and loading best practices.
• Collaborate with production, quality, stores, procurement, sales, and customer service teams for smooth outbound operations.

4. Transporter & Stakeholder Management

• Coordinate with transporters for vehicle availability, loading schedules, and timely dispatch.
• Negotiate freight rates, maintain contracts, and monitor logistics service performance.
• Manage communication with customers regarding dispatch status, delays, and shipment follow-up.
• Liaise with internal and external auditors for dispatch-related compliance and documentation.

5. Process Improvement & Compliance

• Implement process improvements for faster dispatch turnaround time and reduced logistic costs.
• Ensure adherence to safety standards during loading, vehicle movement, and material handling.
• Follow 5S and best practices for dispatch area organization and space optimization.
• Maintain audit readiness and ensure compliance with SOPs and statutory regulations.

Key Competencies / KRAs

• On-Time Dispatch:

  100% adherence to daily dispatch schedules.

• Documentation Accuracy:

  Error-free invoices, e-way bills, and ERP updates.

• Transport Efficiency:

  Optimized vehicle utilization and reduced freight costs.

• Compliance:

  GST, audit readiness, and proper documentation.

• Team Productivity:

  Effective manpower handling and performance improvement.

• Customer Satisfaction:

  Timely deliveries and proactive communication.

Other Skills & Attributes Required

• Strong communication, coordination, and negotiation skills.
• Ability to work in a fast-paced, deadline-driven environment.
• High accuracy and attention to detail.
• Proficiency in MS Excel (VLOOKUP, Pivot Tables), SAP, and ERP systems.
• Strong problem-solving and decision-making abilities.
• Sound knowledge of logistics, dispatch planning, and safety standards.