Absolutely. Since there is no ERP/dispatch software currently, the JD should emphasize strong MS Excel and manual record-keeping skills instead of ERP knowledge.
Here is the revised section you can use:
Writing
Job Description – Dispatch Executive
Company: Fidicon Devices India Pvt. Ltd.
Department: Dispatch / Logistics
Location: Ankleshwar, Gujarat
Designation: Dispatch Executive
Reporting To: Dispatch / Stores Manager
Job Summary
We are looking for a Dispatch Executive who will be responsible for managing the complete dispatch process, maintaining accurate records in MS Excel, coordinating with internal departments and transporters, and ensuring timely and error-free delivery of materials to customers.
The candidate must be comfortable working with Excel-based/manual systems, as the company currently does not use dedicated dispatch or ERP software.
Key Responsibilities
Prepare and manage daily dispatch schedules based on customer orders and material readiness.
Coordinate with Sales, Production, Stores, Quality and Accounts for timely dispatch.
Verify product name, quantity, specifications, packing and customer requirements before dispatch.
Prepare and maintain Delivery Challans, Invoices, E-way Bills, LR/GR details and other dispatch documents.
Maintain all dispatch records accurately in MS Excel.
Create and maintain Excel sheets for:
Daily dispatches
Pending dispatches
Customer-wise dispatch details
Transporter details
LR/Tracking details
Delivery status
Pending/undelivered shipments
Return/replacement shipments
Arrange transporters/couriers and coordinate vehicle pickup.
Ensure proper packing, labeling and documentation before material leaves the premises.
Update dispatch status and share shipment details with the Sales/Customer Service team.
Follow up with transporters for delivery confirmation and POD (Proof of Delivery).
Maintain proper physical and digital filing of dispatch documents.
Coordinate with Accounts for invoice and GST-related dispatch requirements.
Handle urgent and priority dispatches.
Coordinate with Quality for required inspection reports, test certificates and other customer documents.
Maintain records of returned, rejected or replacement materials.
Prepare daily/weekly/monthly dispatch reports in Excel for management.
Identify pending dispatches and proactively follow up with concerned departments.
Ensure accuracy of all dispatch entries and documents.
Required Excel Knowledge
Good working knowledge of MS Excel is mandatory.
The candidate should be comfortable with:
Data entry and maintaining structured Excel sheets.
Sorting and filtering data.
Basic formulas such as SUM, COUNT, IF, SUMIF/COUNTIF.
VLOOKUP/XLOOKUP is preferred.
Creating basic reports and summaries.
Maintaining customer-wise and order-wise records.
Basic formatting and printing of Excel reports.
Tracking pending and completed dispatches using Excel.
Maintaining accurate and up-to-date records without relying on ERP software.
Required Skills
Good knowledge of dispatch and logistics processes.
Strong MS Excel skills.
Good documentation and record-keeping ability.
Knowledge of GST, E-way Bill, Delivery Challan and transport documents.
Good communication and coordination skills.
Strong follow-up skills.
Attention to detail and accuracy.
Ability to manage multiple dispatches and meet deadlines.
Willingness to work in a manual/Excel-based working environment.
Qualification & Experience
Qualification: Graduate / Diploma in Commerce, Logistics, Supply Chain or related field.
Experience: 2–5 years in Dispatch, Logistics, Stores or a Manufacturing Company.
Experience in an engineering/manufacturing company will be preferred.
Key Performance Indicators (KPIs)
On-time dispatch percentage.
Accuracy of dispatch documentation.
Accuracy of Excel records.
Zero/low dispatch errors.
Timely preparation of dispatch documents and E-way Bills.
Timely updating of dispatch status.
Transporter follow-up and delivery performance.
Timely submission of daily/weekly/monthly dispatch reports.
Ideal Candidate
The ideal candidate should be well-organized, responsible, detail-oriented and good at Excel, with strong follow-up and coordination skills. The person should be capable of independently maintaining the company's dispatch records and reports through MS Excel and proper manual documentation.
Benefits:
- Flexible schedule
- Health insurance
- Leave encashment
- Paid sick time
- Provident Fund
Work Location: In person
