Dispatch Executive

Key Responsibilities -
1. Finished Goods Dispatch
 Plan and execute daily dispatches based on approved sales orders, dispatch plans and
customer requirements.
 Coordinate availability of finished goods with the Warehouse and Production teams.
 Verify SKU, product description, batch number, pack size, quantity, manufacturing
date and expiry/best-before date before dispatch.
 Ensure FIFO/FEFO principles are followed as applicable to food and spice products.
 Prepare picking and loading instructions for warehouse personnel.
 Ensure correct products and quantities are dispatched against each order.
 Monitor dispatch schedules and ensure vehicles are loaded within planned timelines.
 Coordinate urgent, priority and customer-specific dispatch requirements.
2. Warehouse & Stock Coordination
 Coordinate with warehouse personnel for finished-goods picking, staging and loading.
 Conduct physical verification of stock before dispatch.
 Reconcile physical stock with system/ERP records and investigate discrepancies.
 Maintain proper segregation and identification of finished goods by SKU, batch and
customer/order.
 Ensure damaged, rejected, expired or hold-stock material is not dispatched without
proper authorization.

 Monitor loading areas, dispatch staging areas and material movement.
 Support periodic stock counts and cycle-count activities.
 Report stock shortages, excesses, batch issues and discrepancies to the concerned
department.
3. Transporter & Vehicle Management
 Coordinate with approved transporters for vehicle placement as per dispatch schedule.
 Follow up for vehicle availability, reporting time and loading status.
 Verify vehicle details, driver details and required transportation documents.
 Ensure vehicle suitability and cleanliness for transportation of food/spice products.
 Coordinate vehicle loading sequence and ensure safe handling of finished goods.
 Track vehicle departure and communicate dispatch status to relevant stakeholders.
 Follow up on delayed vehicles, delivery issues and transportation-related exceptions.
 Maintain transporter performance records relating to delays, shortages, damages and
delivery issues.
4. Dispatch Documentation & Compliance
 Prepare and verify dispatch-related documents, including:
o Delivery Challan
o Invoice
o Packing List
o Transport documents
o E-Way Bill
o LR/GR where applicable
o Customer-specific documentation
 Generate and verify E-Way Bills as per applicable statutory requirements.
 Ensure consistency between invoice, dispatch quantity, vehicle details and E-Way Bill.
 Maintain proper dispatch records and document filing.
 Coordinate with Accounts/Finance for invoice and billing-related dispatch requirements.
 Ensure no vehicle leaves the premises without completion of required documentation and
authorization.
 Maintain accurate records for audits and statutory/commercial requirements.
5. ERP / System Operations
 Enter and update dispatch transactions accurately in the ERP/system.
 Generate delivery documents, dispatch notes and relevant system reports.
 Verify system stock against physical stock before dispatch confirmation.
 Maintain batch-wise and SKU-wise dispatch records.
 Track pending orders, dispatched orders and balance quantities.
 Prepare daily/weekly dispatch reports for management.
 Coordinate with IT/ERP teams for system-related dispatch issues when required.
6. Loading & Material Handling

 Supervise loading activities to ensure correct quantity and product selection.
 Ensure finished goods are loaded safely to prevent damage, contamination or mix-up.
 Verify carton/bag/pallet counts before vehicle closure.
 Ensure proper stacking and load distribution wherever applicable.
 Confirm batch-wise loading against the approved dispatch plan.
 Ensure dispatch areas remain organized and compliant with workplace and food-safety
requirements.
7. Interdepartmental Coordination
Coordinate closely with:
 Sales: Customer orders, priorities, delivery schedules and special requirements.
 Production: Finished-goods availability and production completion status.
 Warehouse: Stock availability, picking, staging and loading.
 Quality: Release status, batch clearance and quality-related holds.
 Accounts: Invoices, credit status and commercial documentation.
 Logistics/Transporters: Vehicle placement and shipment movement.
 Management: Dispatch status, delays, shortages and operational issues.

Address - Kasna, Greater Noida at Plot No. 96, Block B, Ecotech-6, Uttar Pradesh 201308.