Dispatch Assistant (Domestic, Export & Courier Operations)
Company: Freshclean Chemicals Private Limited
Department: Dispatch & Logistics
Location: Bhiwandi
Position Summary
The Dispatch Assistant will be responsible for coordinating domestic dispatches, export
shipments, courier management, dispatch documentation, transporter coordination, and
ensuring timely delivery of finished goods while maintaining accurate records.
The role requires close coordination with Production, Stores, QC, Purchase, Accounts, Sales,
and Export departments to ensure smooth logistics operations.
Key Responsibilities
1. Domestic Dispatch
∙Prepare dispatch schedule as per sales orders.
∙Generate Delivery Challans, Tax Invoices, E-Way Bills, and LR copies.
∙Coordinate with transporters for vehicle placement.
∙Arrange loading of finished goods.
∙Verify quantity, packing, labels, and dispatch documents before vehicle departure.
∙Ensure dispatches are completed as per committed timelines.
∙Maintain dispatch register and transporter records.
2. Export Dispatch
∙Coordinate export shipments with the Export Department.
∙Prepare packing lists and verify export documentation.
∙Coordinate with freight forwarders, CHA, transporters, and shipping agents.
∙Arrange dispatches to ports, airports, and warehouses.
∙Track export shipments until handed over to logistics partners.
∙Maintain export dispatch documentation for future reference.
∙Support export team with shipment status updates.
3. Courier Management
∙Book domestic and international courier shipments.
∙Compare courier charges for cost optimization.
∙Prepare courier labels and airway bills.
∙Track courier deliveries.
∙Maintain courier dispatch records.
∙Coordinate with courier companies for pickup and delivery issues.
∙Ensure important documents reach customers on time.
4. Documentation
Maintain and organize:
∙Delivery Challans
∙Organize Tax Invoices from Accounts department
∙Packing Lists
∙LR Copies
∙Export Documents
∙Courier PODs
∙Transport Bills
∙Dispatch Registers
∙Shipment Tracking Reports
5. Coordination
Coordinate daily with:
∙Production Department
∙Stores Department
∙QC Department
∙Sales Team
∙Purchase Department
∙Accounts Department
∙Export Department
∙Transporters
∙Courier Companies
∙Freight Forwarders
6. Vehicle & Transport Management
∙Arrange vehicles based on shipment size.
∙Negotiate transport rates where applicable.
∙Follow up with transporters for timely pickups.
∙Track vehicles until delivery.
∙Resolve transportation delays.
7. Inventory & Dispatch Verification
∙Verify dispatch quantities against invoices.
∙Ensure FIFO where applicable.
∙Verify packaging condition before dispatch.
∙Ensure no material is dispatched without QC clearance.
∙Report shortages or damages immediately.
8. Record Keeping & Reporting
Prepare daily reports for:
∙Pending Dispatches
∙Completed Dispatches
∙Courier Status
∙Export Shipment Status
∙Vehicle Tracking
∙Dispatch Delays
∙Transport Cost Summary
Preferred Knowledge
∙Courier portals
∙Transport booking
∙Export documentation
∙MS Excel (VLOOKUP, Pivot Table, Filters)
∙Email communication
Key Performance Indicators (KPIs)
∙100% on-time dispatches
∙Zero dispatch documentation errors
∙Zero wrong material dispatches
∙Timely courier deliveries
∙Accurate dispatch records
∙Timely export shipment coordination
∙Minimum customer dispatch complaints
∙Proper filing and documentation
∙Transport cost optimization
∙Daily dispatch status reporting
Reporting To
Customer Service
Future Growth
∙Senior Dispatch Executive
∙Logistics Executive
∙Export Logistics Coordinator
∙Supply Chain Executive
Pay: ₹17,000.00 - ₹20,000.00 per month
Benefits:
- Flexible schedule
- Health insurance
- Leave encashment
- Provident Fund
Work Location: In person
