JOB DESCRIPTION – DISPATCH ASSISTANT
Company: Berline Machineries Pvt. Ltd.
Job Title: Dispatch Assistant
Department: Dispatch / Logistics
Location: Pune, Maharashtra
Reporting To: Dispatch Manager / Operations Manager
Experience: 1–3 Years
Employment Type: Full-Time
1. Job Purpose
We are looking for a responsible and hardworking Dispatch Assistant who will independently handle day-to-day dispatch activities, including material verification, packing, documentation, transporter coordination, loading coordination, shipment tracking, and delivery follow-up.
As there is no separate helper in the dispatch team, the selected candidate will be responsible for coordinating and completing the complete dispatch process and ensuring that materials are dispatched safely, accurately, and on time.
2. Key ResponsibilitiesA. Dispatch Planning & Coordination
- Receive dispatch instructions from the concerned department.
- Check customer name, order details, delivery address, material details, and required delivery date.
- Coordinate with Sales, Stores, Production, Service, and Accounts teams for dispatch requirements.
- Prepare the daily dispatch plan based on priority and delivery schedules.
- Ensure materials are ready before arranging transportation.
- Coordinate with the concerned person for urgent and priority dispatches.
B. Material Verification
- Verify the material against the Sales Order / Purchase Order / Dispatch Instruction.
- Check item description, part number, quantity, model number, and serial number wherever applicable.
- Ensure the correct material is being dispatched to the correct customer.
- Check the physical condition of materials before packing.
- Report shortages, damages, mismatches, or missing items to the reporting manager immediately.
- Ensure all required accessories, documents, and components are included with the shipment.
C. Packing & Preparation
- Arrange proper packing of materials before dispatch.
- Select suitable packing material according to the size and nature of the product.
- Ensure machines, components, spare parts, tools, accessories, and other materials are properly protected.
- Ensure proper labeling of packages.
- Mention customer name, destination, package number, weight, handling instructions, and other required details wherever applicable.
- Take photographs of packed material when required for company records.
- Ensure fragile, heavy, or sensitive materials are packed appropriately.
- Coordinate with the concerned team for special packing requirements.
D. Dispatch Documentation
Prepare and verify all required dispatch documents, including:
- Delivery Challan
- Tax Invoice
- Packing List
- E-Way Bill
- Transporter / LR / GR details
- Customer Purchase Order copy, wherever required
- Warranty documents, wherever applicable
- Installation / commissioning documents, wherever applicable
- Machine / equipment documentation
- Any other documents required for customer delivery
- Ensure documents are complete and accurate before dispatch.
- Maintain copies of dispatch documents for company records.
- Submit required documents to Accounts / Finance as per company procedure.
E. Transporter & Courier Coordination
- Identify and coordinate with approved transporters and courier partners.
- Obtain transportation quotations when required.
- Compare freight charges and coordinate for approval where applicable.
- Arrange vehicles according to material size, weight, quantity, and delivery location.
- Coordinate with transporters for vehicle availability and placement.
- Share complete pickup details with the transporter.
- Verify transporter and vehicle details before loading.
- Ensure the transporter receives all required documents.
- Maintain transporter contact details and shipment records.
F. Loading & Dispatch Execution
- Coordinate the complete loading process.
- Ensure the correct material is loaded into the correct vehicle.
- Verify quantity and packages before loading.
- Ensure material is safely placed and secured during transportation.
- Coordinate with the transporter regarding loading sequence and handling requirements.
- Check vehicle details before dispatch.
- Ensure dispatch documents are handed over to the transporter/driver.
- Take dispatch photographs where required.
- Confirm vehicle departure after loading.
- Update the dispatch status in the register/ERP/system.
G. Delivery Tracking & Follow-Up
- Track all dispatched shipments until delivery.
- Maintain daily follow-up with transporters for pending deliveries.
- Obtain LR/GR/tracking details and update records.
- Follow up on delayed shipments.
- Inform the concerned Sales / Service / Management team about delivery delays.
- Coordinate with customers regarding delivery status when required.
- Obtain Proof of Delivery (POD) after successful delivery.
- Maintain proper records of PODs.
- Follow up for missing or delayed PODs.
H. Return & Reverse Logistics
- Coordinate material returns from customers.
- Verify returned material details and documents.
- Arrange transportation for return shipments.
- Coordinate with Stores / Service / Quality teams for returned material.
- Maintain records of returned materials.
- Coordinate replacement shipments wherever required.
- Ensure proper documentation for return and replacement dispatches.
I. Inventory & Dispatch Records
- Maintain the Dispatch Register on a daily basis.
- Maintain records of:
- Dispatch date
- Customer name
- Invoice number
- Delivery Challan number
- Material details
- Quantity
- Transporter name
- LR/GR number
- Vehicle number
- Destination
- Dispatch status
- Delivery date
- POD status
- Update ERP/software records accurately.
- Maintain soft and hard copies of dispatch documents.
- Ensure dispatch records are properly filed and easily traceable.
J. Coordination with Internal Departments
Regularly coordinate with:
- Sales Team
- Sales Coordination / Back Office
- Stores / Warehouse
- Production
- Service Team
- Accounts & Finance
- Purchase Department
- Management
- Customers
- Transporters and Courier Partners
Ensure there is no communication gap that can cause dispatch delays or errors.
K. Housekeeping & Dispatch Area Responsibility
Since there is no separate helper, the Dispatch Assistant will also be responsible for ensuring that the dispatch area is properly managed.
- Keep the dispatch area clean and organized.
- Arrange packing materials properly.
- Keep dispatched and pending materials clearly identified.
- Ensure documents are properly arranged.
- Avoid mixing materials belonging to different customers.
- Ensure pending dispatch materials are clearly marked.
- Coordinate for movement of materials within the warehouse/dispatch area as required.
- Inform the reporting manager about any requirement for packing material, tools, or other dispatch resources.
L. Compliance & Safety
- Follow company dispatch and logistics procedures.
- Follow safety practices during packing, loading, and material handling.
- Ensure proper handling of heavy and sensitive equipment.
- Do not dispatch material without proper authorization/documentation.
- Ensure customer and shipment information is handled confidentially.
- Immediately report any damage, shortage, loss, or documentation error.
3. Daily Responsibilities
The Dispatch Assistant is expected to:
- Check the day's pending and planned dispatches.
- Coordinate with Stores/Sales/Accounts for material and documentation readiness.
- Verify material quantity and details.
- Arrange packing and labeling.
- Prepare and verify dispatch documents.
- Coordinate transporter/vehicle arrangement.
- Supervise and coordinate loading.
- Confirm vehicle departure.
- Update dispatch records/system.
- Track previous shipments.
- Follow up on pending deliveries and PODs.
- Report important delays or issues to the reporting manager.
4. Required Skills
- Good knowledge of dispatch and logistics operations.
- Good knowledge of MS Excel and MS Office.
- Basic knowledge of ERP/software systems.
- Good documentation skills.
- Good communication and follow-up skills.
- Ability to coordinate with multiple departments.
- Good attention to detail.
- Ability to independently manage dispatch activities.
- Ability to handle multiple dispatches simultaneously.
- Responsible and disciplined approach to work.
- Ability to work within strict delivery timelines.
5. Educational Qualification
12th Pass / Graduate from a recognized institution.
A Diploma or Graduate qualification in Logistics, Supply Chain, Commerce, Operations, or a related field will be preferred.
6. Experience
1–3 years of experience in Dispatch, Logistics, Warehouse, Stores, or related operations.
Candidates with experience in industrial machinery, engineering, manufacturing, or B2B dispatch operations will be preferred.
7. Key Performance Indicators (KPIs)
The candidate will be evaluated on:
- Timely completion of dispatches.
- Accuracy of material dispatch.
- Accuracy of invoices and dispatch documents.
- Zero / minimum dispatch errors.
- Proper packing and material safety.
- Timely transporter coordination.
- Timely shipment tracking.
- Timely delivery follow-up.
- Timely collection of PODs.
- Proper maintenance of dispatch records.
- Effective coordination with internal departments.
- Reduction in dispatch delays and customer complaints.
8. Important Requirement
This is an independent operational role. There is no separate helper assigned to the Dispatch Department. Therefore, the Dispatch Assistant must be capable of independently managing and coordinating the complete dispatch process, including material verification, packing coordination, documentation, transporter coordination, loading coordination, dispatch entry, shipment tracking, delivery follow-up, and POD collection.
9. Candidate Profile
The ideal candidate should be responsible, proactive, organized, physically capable of handling day-to-day dispatch operations, and strong in coordination and follow-up. The candidate must take ownership of the complete dispatch process and ensure that every shipment is dispatched correctly, safely, with complete documentation, and within the committed timeline.
Pay: ₹13,000.00 - ₹20,000.00 per month
Benefits:
- Health insurance
- Leave encashment
- Provident Fund
Work Location: In person
