ob Summary

We are looking for an experienced Dispatch Manager with comprehensive knowledge of domestic dispatches, imports, exports, international logistics, shipping documentation, DGFT procedures, and EPCG (Export Promotion Capital Goods) licenses.

The candidate will be responsible for managing the complete dispatch and logistics cycle, ensuring timely movement of goods, accurate documentation, coordination with transporters, freight forwarders, shipping lines, customs brokers, banks, DGFT, and other government authorities.

The role requires strong practical knowledge of Import-Export documentation, customs procedures, export incentives, EPCG licensing and obligation management, and statutory compliance.

Key Responsibilities1. Dispatch & Logistics Management

- Plan, coordinate, and monitor daily domestic and export dispatches.
- Ensure timely availability of vehicles, containers, transporters, and logistics services.
- Coordinate with production, warehouse, sales, purchase, finance, and commercial teams for dispatch planning.
- Verify material, quantity, packaging, labeling, and documentation before dispatch.
- Monitor shipment movement from dispatch point to final destination.
- Maintain dispatch schedules, shipment trackers, and delivery records.
- Handle transporter negotiations, freight rates, delivery schedules, and logistics-related issues.
- Ensure proper loading, sealing, weighing, and documentation of consignments.
- Monitor PODs, delivery challans, freight bills, and transporter documentation.
- Resolve delays, shortages, damages, transit issues, and delivery discrepancies.

1. Export Operations

- Manage the complete export shipment process from order readiness to final delivery.
- Coordinate with freight forwarders, Customs House Agents (CHAs), shipping lines, airlines, transporters, and overseas customers.
- Prepare and verify export documentation, including:
- Commercial Invoice
- Packing List
- Shipping Bill
- Certificate of Origin
- Bill of Lading / Air Waybill
- Letter of Credit documents
- Insurance documents
- Purchase Order / Sales Contract
- Inspection certificates, wherever applicable
- Fumigation / phytosanitary certificates, wherever applicable
- Other country-specific export documents
- Ensure correct HS classification, product description, quantity, value, and other shipment particulars.
- Coordinate with CHA/customs representatives for customs clearance.
- Track shipping bill status, customs examination, Let Export Order (LEO), and shipment departure.
- Ensure timely submission of export documents to banks and customers.
- Monitor export realization and coordinate with the finance team for outstanding export documentation.

1. Import Operations

- Manage import shipments from supplier dispatch through customs clearance and delivery to the company's premises.
- Coordinate with overseas suppliers, freight forwarders, shipping lines, airlines, CHA/customs brokers, and transporters.
- Verify import documentation such as:
- Commercial Invoice
- Packing List
- Bill of Lading / Air Waybill
- Certificate of Origin
- Insurance documents
- Import licenses/permissions, wherever applicable
- Technical/product documents
- Other regulatory certificates as applicable
- Monitor ETA, vessel/flight schedules, arrival notices,



and free-time periods.
- Coordinate customs clearance and duty/payment requirements.
- Verify Bill of Entry details and supporting documents.
- Monitor container movement, port charges, demurrage/detention, and delivery to the warehouse.
- Ensure proper accounting and filing of import documentation.

1. EPCG License Management

- Maintain complete knowledge of EPCG (Export Promotion Capital Goods) Scheme requirements and documentation.
- Handle the complete lifecycle of EPCG authorizations from application through closure.
- Coordinate with internal departments and consultants for EPCG applications and amendments.
- Maintain records of EPCG licenses/authorizations, imported capital goods, installation certificates, and export obligations.
- Track Export Obligation (EO) against each EPCG authorization.
- Maintain an EPCG-wise tracker covering:
- Authorization number and date
- Import value
- Capital goods imported
- Duty/tax perks, where applicable
- Installation details
- Export obligation
- EO period/deadlines
- Exports counted toward EO
- Balance obligation
- Supporting documents
- Closure status
- Coordinate with DGFT and relevant authorities for EPCG-related submissions, amendments, redemption, and closure.
- Ensure timely submission of documents required for EPCG Export Obligation fulfillment and redemption/closure.
- Coordinate with Customs, DGFT, auditors, consultants, and internal finance/commercial teams.
- Maintain complete records to support EPCG audits and statutory inspections.
- Monitor changes in applicable DGFT policies, procedures, notifications, and Foreign Trade Policy provisions.

1. DGFT & Export-Import Compliance

- Handle routine documentation and coordination relating to DGFT, Customs, GST, RBI/banking requirements, and other applicable authorities.
- Maintain and update IEC and other relevant export-import registrations/records.
- Ensure compliance with applicable Foreign Trade Policy and procedures.
- Coordinate for licenses, authorizations, certificates, and amendments as required.
- Maintain records of export/import transactions for statutory and internal audits.
- Ensure accurate documentation to minimize customs queries, shipment delays, penalties, and compliance issues.

1. Documentation & Record Management

- Establish and maintain systematic physical and electronic records for all import/export shipments.
- Ensure document accuracy before submission to customers, banks, customs, DGFT, and other authorities.
- Maintain shipment-wise documentation files.
- Prepare MIS reports relating to:
- Dispatches
- Imports
- Exports
- Freight
- Customs clearance
- Pending documents
- EPCG obligations
- Export realization
- Outstanding shipments
- Ensure proper document retention and easy retrieval during audits.

1. Coordination & Team Management

- Lead and supervise dispatch, logistics, and documentation personnel.




- Coordinate with production, warehouse, purchase, sales, finance, and management.
- Manage relationships with transporters, freight forwarders, CHAs, shipping lines, customs consultants, and other service providers.
- Monitor team performance and establish efficient dispatch/documentation procedures.
- Train team members on documentation accuracy, dispatch procedures, and compliance requirements.

Required Knowledge & Skills The ideal candidate should have strong working knowledge of:
- Import & Export procedures
- International logistics and shipping
- Customs clearance procedures
- DGFT procedures
- EPCG licenses/authorizations
- Export obligation tracking and EPCG closure
- Shipping Bills and Bills of Entry
- Commercial Invoice and Packing List
- Bill of Lading / Air Waybill
- Letter of Credit and export documentation
- HS Code/classification
- Incoterms
- Freight forwarding
- Container logistics
- Port and customs procedures
- Export documentation and bank submission
- GST-related export documentation
- E-way Bill and domestic dispatch documentation
- ERP/SAP/Tally or other logistics/commercial software
- MS Excel and MIS reporting

Desired Qualifications
- Graduate in Commerce, Business Administration, Logistics, Supply Chain, or a related field.
- Additional qualification/certification in Import-Export, International Trade, Logistics, or Supply Chain Management will be an advantage.
- Practical experience with DGFT and EPCG procedures is highly preferred.

Key Competencies
- Strong documentation and analytical skills
- Excellent knowledge of import-export processes
- Strong follow-up and coordination skills
- Attention to detail
- Good knowledge of Excel and ERP systems
- Ability to manage multiple shipments simultaneously
- Vendor/CHA/freight-forwarder management
- Problem-solving ability
- Strong communication and negotiation skills
- Ability to work under strict shipment deadlines
- Compliance-oriented approach

Key Performance Indicators (KPIs)
- On-time dispatch and delivery percentage
- Export shipment turnaround time
- Import clearance turnaround time
- Documentation accuracy
- Reduction in customs/logistics discrepancies
- Freight and logistics cost control
- Demurrage/detention avoidance
- Timely submission of export documents
- EPCG obligation tracking and timely compliance
- Timely EPCG redemption/closure
- Reduction in shipment-related errors and delays
- Audit and statutory compliance

Preferred Candidate Profile The ideal candidate will be a hands-on Import-Export and Dispatch professional who can independently manage the complete logistics and documentation cycle, from dispatch planning and shipment coordination to customs clearance and final documentation. Strong practical exposure to EPCG licenses, DGFT procedures, export obligations, import/export documentation, Customs/CHA coordination, and international freight logistics will be considered essential for this position.

Job Type: Full-time

Pay: ₹40,000.00 - ₹60,000.00 per month

Benefits

- Health insurance
- Provident Fund

Application Question(s):
- Do you have experience in Custom Clearances?

Experience:
- Custom Clearance: 2 years (Required)

Work Location: In person

📌 Dispatch Manager (Imports, Exports & EPCG) (Sahibzada Ajit Singh Nagar)
🏢 Deep Aviation Private
📍 Sahibzada Ajit Singh Nagar