Hi Greetings from Randstad

PFB

Dispatch & Logistics Executive

Location: Haryana - Kurushetra

Department: Dispatch / Logistics / Commercial

Reports to: Production Head / Plant Head / COO

Coordinates with: Sales, Accounts, Stores, Security Gate, Transporters, Customers

Role Summary The Dispatch & Logistics Executive owns the entire outbound cycle for finished goods from raising the invoice in Tally Prime, generating the e-invoice (IRN) and e-way bill, to tracking the vehicle in transit and closing the loop with a signed proof of delivery (POD). This is a detail-driven, no-loose-ends role: every dispatch must be fully compliant on paper before the truck leaves the gate, and every truck must be tracked until the material is confirmed received. The right candidate is fast and accurate in Tally and Excel, comfortable with GST e-invoicing/e-way bill portals, and disciplined about following up until the POD is in hand.

Core Responsibilities

Invoicing & Documentation

- Prepare sales invoices in Tally Prime accurately and on time correct customer/ledger mapping, item/HSN codes, tax rates, and quantities.
- Generate e-invoices (IRN) on the government e-invoicing portal / integrated Tally workflow for every applicable invoice, and verify IRN and QR code before dispatch.
- Generate e-way bills (EWB) for every consignment above the applicable threshold correct vehicle number, transporter ID, distance, and validity period; extend or regenerate EWBs when transit is delayed.
- Prepare and check supporting dispatch documents — gate slip, weighment/loading slip, packing list, and delivery challan — for accuracy before the vehicle leaves the plant.
- Ensure invoice and EWB details match the physical load (item, quantity, vehicle) to avoid detention or penalty risk in transit (Section 129 exposure).

Vehicle & Consignment Tracking

- Track every vehicle from the moment of invoicing through to final delivery — maintain a live dispatch register / tracker (Excel or internal system)



with invoice date, vehicle number, transporter, EWB validity, expected delivery date, and status.
- Proactively follow up with transporters and drivers on vehicle location, expected delivery time, and any delays or route issues.
- Flag and escalate vehicles running close to EWB expiry, held up at checkposts, or delayed beyond the expected delivery window.
- Coordinate with customers/consignees to confirm unloading and collect acknowledgement.

Proof of Delivery (POD) & Closure

- Collect signed POD / delivery acknowledgement for every dispatch and file it against the corresponding invoice and EWB.
- Maintain a dispatch-to-POD reconciliation — no invoice should remain open without a POD beyond the expected delivery timeline; chase outstanding PODs on a regular cycle.
- Share POD copies with Accounts/Sales for payment follow-up and with the customer where required.
- Maintain an organised, audit-ready record (physical and digital) of invoice, EWB, LR/GR, and POD for every dispatch.

Coordination & Reporting

- Coordinate with Stores/Production on loading schedules and vehicle placement to avoid dispatch delays.
- Coordinate with Sales and Accounts on dispatch priorities, customer-specific documentation needs, and outstanding delivery confirmations.
- Prepare daily/weekly dispatch MIS in Excel — dispatches done, in-transit vehicles, pending PODs, and any EWB or compliance exceptions.
- Support GST/e-way bill reconciliation during monthly GST filing (GSTR-1 outward supply matching with EWB and invoice data).

Required Knowledge & Skills





- Hands-on expert in Tally Prime — invoicing, ledgers, item masters, GST tax setup, and generating relevant reports.
- Strong working knowledge of GST e-invoicing (IRN generation) and the e-way bill system (EWB generation, updates, extension, cancellation).
- Advanced Excel skills — VLOOKUP/XLOOKUP, pivot tables, conditional formatting, and building/maintaining a live tracker for dispatch-to-POD status.
- Understanding of dispatch documentation — invoice, delivery challan, LR/GR, weighment slip, and POD — and how they tie together.
- Working knowledge of e-way bill compliance risk — validity periods, distance-based validity extension, and consequences of expired/incorrect EWBs in transit.
- Organised and persistent — comfortable chasing transporters and customers daily until every vehicle is closed out with a POD.
- Clear communicator, able to coordinate calmly across production, sales, accounts, and transporters under time pressure.

Qualifications & Experience

- Graduate in Commerce, Logistics, or related field (or equivalent hands-on experience).
- Fresher / 2+ years of experience in dispatch, logistics, or commercial/invoicing roles in a manufacturing or trading workplace.
- Demonstrated experience working with Tally Prime, e-invoicing, and e-way bill systems in a live compliance environment.
- Prior experience in metals, chemicals, or similar bulk-manufacturing dispatch operations is an advantage.

Key Performance Indicators

- 100% of dispatches invoiced with valid e-invoice (IRN) and e-way bill before vehicle departure. • Zero EWB expiry or mismatch incidents leading to detention/penalty.
- POD closure rate and average POD turnaround time per dispatch.
- Accuracy and timeliness of the dispatch tracker / MIS.
- On-time dispatch vs. plan; no delays caused by documentation gaps.
- Audit-readiness of invoice–EWB–LR–POD filing for every consignment.

Haryana=Kurukshetra

📌 Excellent openings from Fresher - Haryana - Kurushetra
🏢 Randstad
📍 Haryana