We are a leading aerospace and defence trading company, specializing in the supply of consumables, spare parts, and equipment. We are looking for a proactive and detail-oriented Operations & Dispatch Executive to support our logistics, inventory, and dispatch operations. The role involves coordinating material movement, maintaining records, ensuring timely deliveries, and supporting smooth day-to-day supply chain activities.
Job Description:
A. Dispatch Order Processing
- Receive and review Delivery Orders (DOs), Purchase Orders (POs), and dispatch requisitions from authorised personnel.
- Verify product details, part numbers, quantities, specifications, pack sizes, colour codes, shelf life, delivery address, and required delivery dates.
- Prepare the required copies of the Delivery Order and share them with the Stores Team for material picking.
- Generate Material Requests (MRs) in the RSR software.
- Coordinate with Stores for material picking, packing, and preparation of the Store Out Note (SON).
- Proceed with dispatch documentation after confirmation of material handover and completion of the store-out process.
- Prepare applicable Joint Venture (JV) entries for raw material combinations and quantity conversions as per the work instruction.
B. Dispatch Documentation
- Prepare Delivery Challans, invoices, Release Notes/Certificates of Conformance (CoC), and dispatch checklists.
- Arrange supporting documents such as MSDS, TDS, test reports, Manufacturer's Certificate of Conformance, and Boeing Batch Approval Certificate, wherever required.
- Verify dispatch documents against the customer requirements and prescribed checklist.
- Prepare two sets of dispatch documents: one for the customer and one for company records.
- Arrange additional invoice copies as required by customers or courier agencies.
- Coordinate SEZ/EOU shipment documentation, including LUT Bond and DTA copies, wherever applicable.
- Submit the relevant shipment documents to Accounts for record-keeping.
- Maintain dispatch documentation and records as per company procedures.
C. Material Verification and Packaging
- Coordinate with Stores to ensure the correct products and quantities are picked against the Delivery Order.
- Verify part numbers, specifications, batch numbers, manufacturing dates, expiry dates, and shelf life, wherever applicable.
- Ensure materials are properly sealed and protected against leakage or transit damage.
- Coordinate suitable packaging using cartons, bubble wrap, cushioning materials, pallets, and stretch film, as required.
- Ensure packages are labelled with product details, batch numbers, manufacturing dates, colour codes, safety instructions, and handling requirements, wherever applicable.
- Coordinate product inspection and shipment photographs for trans-shipment consignments.
- Ensure hazardous materials are packaged, labelled, and handled according to applicable requirements.
D. Temperature-Sensitive Material Dispatch
- Identify temperature-sensitive materials requiring special shipping arrangements.
- Arrange insulated packaging, cooling materials, and data loggers as required.
- Ensure two data loggers are placed in the shipment, including one backup logger, as prescribed in the work instruction.
- Activate and position the data loggers correctly before shipment.
- Record the data logger serial numbers and provide handling or reading instructions when required.
- Obtain the prescribed Life Span of Temperature Sensitive Material form (FORM/SCDIS/RSR/63) from Stores.
- Photograph the material before packing and complete the prescribed form.
- Ensure temperature-sensitive material dispatch is processed within the bonded store as specified in the work instruction.
E. Shipment Coordination and Tracking
- Coordinate with courier agencies, transporters, freight forwarders, and the Logistics Team for timely dispatch.
- Assist in selecting suitable transportation based on shipment size, destination, material type, and delivery timeline.
- Coordinate safe loading and transportation of materials.
- Ensure dispatches are planned according to the required delivery dates.
- Share dispatch documents and shipment tracking details with customers through email.
- Communicate dispatched and pending product details to the relevant stakeholders.
- Track shipments until final delivery.
- Follow up with logistics partners regarding shipment delays and delivery issues.
- Inform the Sales Team and customers promptly about delays or changes affecting delivery timelines.
F. Proof of Delivery and Record Maintenance
- Obtain Proof of Delivery (POD) from courier agencies or delivery personnel.
- Share POD copies with customers and obtain receipt acknowledgement wherever required.
- Maintain dispatch records, tracking details, delivery confirmations, and PODs.
- Update dispatch information accurately in the RSR software and relevant tracking sheets.
- Ensure records are complete, traceable, and readily available for audits.
G. Coordination and Compliance
- Coordinate with Sales, Stores, Quality, Accounts, and Logistics to ensure smooth dispatch operations.
- Escalate discrepancies in material details, documentation, packaging, or shipment status before dispatch.
- Coordinate with the Quality Team for customer complaints involving damaged, incorrect, or missing materials.
- Support internal and external audits by maintaining accurate dispatch records.
- Participate in departmental KPI reviews and implement corrective actions for identified gaps.
- Follow company work instructions, quality procedures, and applicable safety requirements.
Job Type: Full-time
Pay: ₹25,000.00 - ₹35,000.00 per month
Benefits:
- Food provided
- Provident Fund
Application Question(s):
- The job location is Taloja MIDC. Kindly apply only if you are comfortable commuting to and working at this location.
- What is your notice period?
- What is your current salary and expected salary?
Experience:
- outward dispatch and : 1 year (Required)
Work Location: In person
