Job Description – Dispatch & Documentation Executive (Back Office)
Job Title: Back Office Executive
Designation: Dispatch Executive – Back Office Operations
Company: ARASPL
Location: Kolkata, West Bengal
Employment Type: Full-Time
Experience: 1–3 Years
Salary: ₹12,000 – ₹15,000 per month
About the Company
ARASPL is a growing organization in the steel and infrastructure sector, specializing in MS steel products, fabricated components, and engineering solutions across India. The company serves construction, EPC, industrial, and fabrication sectors with a strong commitment to quality, reliability, and timely delivery.
Job Summary
We are looking for a detail-oriented and organized Dispatch & Documentation Executive to manage dispatch documentation, invoice processing, transporter coordination, record maintenance, and dispatch support activities.
The ideal candidate should have hands-on experience in dispatch-related documentation, including Sales Orders, Invoices, E-Way Bills, LR Copies, GRNs, Test Certificates, and dispatch records. The role requires strong Excel skills, document management abilities, and coordination with internal teams, transporters, and customers.
This role primarily involves handling the complete dispatch documentation workflow:
Sales Order Invoice Processing → E-Way Bill Generation → LR & TC Documentation → Dispatch Tracking → POD Collection → Customer Coordination → Record Maintenance
Key Responsibilities
1. Dispatch Documentation & Coordination
- Prepare and maintain dispatch-related documents.
- Coordinate daily dispatch activities with Stores, Production, Sales, and Logistics teams.
- Ensure all dispatch documents are completed accurately before material dispatch.
- Maintain proper records of dispatched materials and supporting documents.
- Track pending dispatches and ensure timely processing.
- Collect and maintain POD (Proof of Delivery) records after delivery completion.
2. Commercial & Documentation Management
- Handle Sales Orders Invoice documentation.
- Maintain Purchase Orders Invoice records.
- Prepare and manage Delivery Challans, E-Way Bills, and dispatch documents.
- Maintain LR (Lorry Receipt) copies and transporter documentation.
- Manage Test Certificates (TC) and customer documentation requirements.
- Maintain GRN (Goods Receipt Note) records and document tracking.
- Ensure proper filing and organization of all commercial and dispatch documents.
3. Transport & Dispatch Support
- Coordinate with transporters for vehicle placement and dispatch updates.
- Follow up for LR copies, delivery status, and POD collection.
- Maintain transporter records and dispatch tracking reports.
- Ensure timely sharing of dispatch documents with customers and internal teams.
- Support smooth movement of materials from dispatch to delivery.
4. Email Communication & Customer Coordination
- Draft and send professional emails related to dispatch, invoices, delivery updates, and documentation.
- Coordinate with customers regarding dispatch schedules and document sharing.
- Communicate with transporters for delivery status and documentation follow-up.
- Coordinate with Accounts, Sales, Stores, and Production departments for dispatch clearance and documentation.
5. Reporting & Record Management
- Maintain Dispatch MIS and Excel reports.
- Update dispatch trackers, invoice trackers, LR records, and delivery status reports.
- Maintain proper inward and outward material records.
- Organize physical and digital documents systematically.
- Prepare daily, weekly, and monthly dispatch reports.
- Ensure easy retrieval and proper maintenance of all dispatch records.
Technical Competencies
- Good knowledge of MS Excel (Mandatory).
- Proficiency in Excel reports, data entry, filters, sorting, basic formulas, and record management.
- Knowledge of Sales Orders Invoices.
- Knowledge of Purchase Orders Invoices.
- Knowledge of Delivery Challans and E-Way Bills.
- Understanding of LR (Lorry Receipt) documentation and tracking.
- Knowledge of GRN (Goods Receipt Note) processes.
- Knowledge of TC (Test Certificate) documentation.
- Knowledge of POD (Proof of Delivery) collection and record maintenance.
- Understanding of dispatch, logistics, and material movement processes.
- Ability to maintain dispatch MIS, trackers, and manual documentation records.
- Strong documentation, filing, and record management skills.
- Experience working in manual and Excel-based dispatch operations will be preferred.
Eligibility Criteria
Education
- Graduate in any discipline.
Experience
- 1–3 years of experience in:
- Dispatch Back Office Operations
- Dispatch Documentation
Industry Preference
Preference will be given to candidates from:
- Steel Industry
- Infrastructure Sector
- Fabrication Industry
- Manufacturing Industry
- Engineering Industry
- EPC Sector
Required Skills
- Good knowledge of MS Excel and reporting.
- Professional email drafting skills.
- Strong documentation and filing skills.
- Knowledge of E-Way Bills, LR Copies, GRN, POD, Delivery Challans, Invoices, and TC documentation.
- Ability to maintain manual records, registers, dispatch trackers, and Excel-based MIS reports.
- Good coordination and follow-up skills.
- Proficiency in English and Hindi is mandatory.
- Ability to work accurately with reports, invoices, and dispatch documents.
Key Attributes
- Responsible and disciplined.
- Detail-oriented and organized.
- Strong documentation mindset.
- Good coordination and follow-up ability.
- Ability to manage multiple tasks simultaneously.
- Team player with a positive attitude.
- Ability to work under deadlines and dispatch timelines.
How to Apply
Interested candidates can share their updated resume at:
[email protected]
[email protected]
Pay: ₹12,000.00 - ₹15,000.00 per month
Application Question(s):
- Experience in preparing dispatch documents (Challan / Invoice / E-Way Bill / LR copy ?
- How many years of experience do you have in Dispatch Back Office Operations?
- Are you willing to work within the offered salary range of ₹12,000–₹15,000 per month for this position?
Language:
Work Location: In person
