Dispatch Executive

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.