Dispatch Executive

Rollick Ice Cream; Howrah; On-site; INR 450,000 - 650,000; Full time

Job summary

Rollick Ice Cream is seeking a Dispatch Planner to coordinate daily and weekly dispatches from the plant and cold storage. You will ensure FEFO compliance, optimum vehicle utilization, and timely deliveries while maintaining complete dispatch documentation.

Key responsibilities include coordinating with production, warehouse, and distributors, optimizing routes to reduce costs, monitoring cold-chain integrity, and reporting OTIF performance. 3–6 years in logistics preferred.

Qualifications

• Graduate in Commerce or Science with 3-6 years of experience in logistics.
• Experience in dispatch planning and cold-chain management.
• Proficiency in SAP/ERP and Advanced Excel; strong documentation skills.

Responsibilities

• Dispatch Planning & Scheduling: Plan daily/weekly dispatch schedules based on demand plan and stock availability.
• Vehicle Planning & Allocation: Schedule refrigerated vehicles ensuring sub-zero standards.
• Production & Warehouse Coordination: Coordinate with Production/Warehouse for FEFO compliant stock movements.
• Load & Route Optimization: Optimize loads and routes to minimize costs while meeting delivery timelines.
• Cold-Chain Monitoring: Track vehicle temperatures and compliance during transit and unloading.
• Distributor / Depot Coordination: Align delivery schedules with distributors and depots.
• Dispatch Documentation: Prepare invoices, e-way bills, delivery challans, temperature/quality checklists.
• Performance Monitoring & Reporting: Track OTIF, damages, and spoilage.
• Transporter Coordination: Liaise with transporters on availability and costs.

Skills

Dispatch planning

Route optimization

Cold-chain management

FEFO & inventory

OTIF tracking

Freight & cost awareness

Transport documentation

Coordination & stakeholder mgmt

Analytical thinking

Education

Bachelors in Commerce or Science

Tools

SAP / ERP

Advanced Excel

Job description

Role & responsibilities

The Dispatch Planner is responsible for planning and coordinating daily and weekly dispatches based on the demand plan, sales orders, and stock availability. The role ensures optimum vehicle utilization, cold-chain compliance, FEFO adherence, timely deliveries, accurate dispatch documentation, and effective coordination with Production, Warehouse, Transporters, Distributors, Depots, and C&F agents.

Job Responsibilities

• Dispatch Planning & Scheduling: Plan daily/weekly dispatch schedules based on the demand plan, sales orders, and stock availability at the plant/cold storage.
• Vehicle Planning & Allocation: Allocate and schedule reefer vehicles/vans ensuring adherence to required sub-zero temperature standards throughout transit.
• Production & Warehouse Coordination: Coordinate with Production and Warehouse teams to ensure stock is picked, staged, and loaded in line with FEFO (First-Expiry-First-Out) principles.
• Load & Route Optimization: Optimize vehicle load plans and delivery routes to minimize transportation cost per case/carton while meeting delivery timelines.
• Cold-Chain Monitoring: Track and monitor vehicle temperature logs/cold-chain compliance during transit and at unloading points.
• Distributor / Depot Coordination: Coordinate with distributors, depots, and C&F agents to align delivery schedules with their receiving and storage (freezer) capacity.
• Dispatch Documentation: Manage documentation for dispatch invoices, e-way bills, delivery challans, and vehicle temperature/quality checklists.
• Performance Monitoring & Reporting: Monitor and report on-time-in-full (OTIF) delivery performance, transit damages, and product thaw/spoilage incidents.
• Transporter Coordination: Liaise with transporters on vehicle availability, freight costs, and contract compliance; elevate breakdowns or delays for quick resolution.
• Peak-Season Planning: Support peak-season (summer) dispatch surge planning, including additional vehicle arrangement and extended dispatch hours.

External Interfaces Internal Interfaces

• Transport Contractors/Drivers
• Distributors
• Coldroom Owners
• Contractual Workers
• Logistics & Planning Team
• Sales Team
• Maintenance Team
• Marketing team
• HR Team
• QC Team

Job Requirements

Educational Qualification and

Experience Graduate in Commerce or Science 3-6 years of experience in logistics.

Competencies

Technical

• Dispatch Planning & Scheduling
• Route & Vehicle Load Optimization
• Cold-Chain Management
• FEFO & Inventory Management
• Logistics Cost & Freight Management
• OTIF & Dispatch Performance Tracking
• SAP / ERP & Advanced Excel
• Transport Documentation & Compliance

Behavioural

• Planning & Organising
• Analytical & Problem-Solving Skills
• Attention to Detail
• Effective Communication
• Coordination & Stakeholder Management
• Time Management
• Decision-Making
• Accountability & Ownership

KRA & KPI

• On-Time-In-Full (OTIF) Delivery o % of orders delivered on time and in full quantity
• Cold-Chain Compliance o % of trips within specified temperature range (no breach)
• Transit Damage / Thaw Loss o % of dispatched value lost to damage, melting, or spoilage in transit
• Vehicle Utilization o Average load fill rate (% of vehicle capacity utilized) per trip
• Dispatch Plan Adherence: o % of dispatches executed as per planned schedule
• Freight Cost per Case o Transportation cost per case/carton dispatched vs. budget
• FEFO Compliance o % of dispatches following First-Expiry-First-Out norms
• Documentation Accuracy o % of dispatches with error-free invoices/e-way bills