Dispatch Executive

The Bhor Chemicals And Plastics; Nashik District; On-site; INR 600,000 - 900,000; Full time

Job summary

The Bhor Chemicals And Plastics is seeking a skilled Dispatch Documentation professional to manage end-to-end documentation for domestic, export, and defence shipments. This role involves preparing, verifying, and maintaining critical shipping papers and ensuring accuracy before dispatch.

You will coordinate with internal teams, auditors, and logistics providers to support on-time delivery and regulatory compliance.

Qualifications

• Experience in dispatch and logistics processes is preferred.
• Familiarity with import/export, DEFENCE, ISO/AS9100 standards is beneficial.

Responsibilities

• Prepare and verify dispatch documents for Domestic, Export, and Defence shipments.
• Generate Delivery Challan, Invoice, E-Invoice, E-Way Bill, Packing List, COA, MSDS and other shipment documents.
• Ensure accuracy of shipping documents before dispatch.
• Maintain records of all dispatch documents for audit and traceability.

Job description

Dispatch Documentation

• Prepare and verify dispatch documents for Domestic, Export, and Defence shipments.
• Generate Delivery Challan, Invoice, E-Invoice, E-Way Bill, Packing List, COA, MSDS and other shipment-related documents.
• Ensure accuracy of shipping documents before dispatch.
• Maintain records of all dispatch documents for audit and traceability purposes.

2. Transportation Management

• Coordinate with transporters for vehicle planning and timely placement of vehicles.
• Arrange pickup and delivery as per dispatch requirements.
• Select suitable transportation mode considering cost, delivery schedule, and customer requirements.
• Ensure smooth movement of material from factory to customer location.

3. Freight Management

• Obtain freight quotations from transporters and logistics service providers.
• Provide freight options and comparative analysis to stakeholders.
• Negotiate freight rates whenever required.
• Support cost optimization initiatives.

4. Shipment Tracking & OTD Monitoring

• Track individual shipments from dispatch till final delivery.
• Monitor delivery status and proactively resolve transit issues.
• Maintain and improve On-Time Delivery (OTD) performance.
• Share delivery updates with internal teams and customers whenever required.

5. Dispatch Planning Execution

• Follow daily dispatch planning received from PPC/Sales/Operations.
• Coordinate internally to ensure timely availability of finished goods, packing materials, and transport.
• Prioritize urgent and critical dispatches as per business requirements.

6. Coordination with Internal & External Stakeholders

• Coordinate with Sales, PPC, Production, QA, Accounts, Stores, and Customers.
• Communicate with transporters, CHA, freight forwarders, courier agencies and logistics partners.
• Support customer requirements related to dispatch schedules and shipment status.

7. Transport Bill Verification

• Verify transporter invoices against approved freight quotations.
• Ensure supporting documents are attached.
• Submit verified bills to Accounts Department following company procedures.
• Track pending transporter payments if required.

8. SOP & Compliance Management

• Prepare, implement, and follow dispatch-related SOPs.
• Ensure compliance with company standards, customer requirements, and statutory regulations.
• Support internal and external audits.
• Maintain documentation as per ISO, AS9100, Defence, DG, Export, and other applicable standards.

9. Record Keeping & Documentation Control

• Maintain dispatch registers, transporter records, shipment records, and freight reports.
• Ensure proper filing and archival of dispatch-related documents.
• Maintain electronic and physical records for easy retrieval.

10. MIS & Reporting

• Prepare daily, weekly, and monthly MIS reports.
• Report dispatch status, pending deliveries, OTD performance, freight costs and transporter performance.
• Submit reports to Reporting Manager/HOD within specified timelines.

11. Export & Defence Logistics Support

• Coordinate export documentation and shipment execution with CHA and freight forwarders.
• Ensure compliance with export regulations and customer-specific requirements.
• Handle defence dispatch documentation as per contractual requirements.

12. Continuous Improvement

• Identify opportunities for logistics process improvements.
• Support implementation of new processes and systems.
• Participate in CAPA activities related to dispatch and delivery issues.

Preferred candidate profile

• 5-10 years experience in Dispatch, Logistics, Warehousing, Supply Chain, or Transportation Management.
• Experience in Domestic and Export Dispatch preferred.