Logistics & Dispatch Executive

Key Responsibilities

1. Dispatch Planning & Coordination

- Plan and coordinate the dispatch of manufactured machinery, equipment, components and project materials from the factory.
- Coordinate with Production, Projects, Stores, Quality, Purchase, Accounts and Sales teams for timely dispatches.
- Prepare dispatch schedules based on customer requirements and project timelines, and proactively flag risks to on-time dispatch.
- Ensure all materials are ready, inspected, packed and documented before dispatch.
- Coordinate loading activities and ensure proper handling of heavy and valuable machinery.
- Mentor and guide junior dispatch/logistics staff where applicable.

2. Transportation & Vehicle Booking

- Identify and arrange suitable trucks, trailers, containers, lorries and other transportation vehicles based on the size, weight and nature of the machinery.
- Obtain quotations from transporters and lead commercial negotiations as per company procedures.
- Coordinate vehicle placement at the factory as per the planned dispatch schedule.
- Verify vehicle details, transporter documents and driver details before loading.
- Ensure appropriate vehicle selection for heavy, oversized, long-length or special project cargo, including ODC (Over Dimensional Cargo) permits and route surveys where required.

3. Loading & Dispatch Monitoring

- Supervise and coordinate the loading of machinery and equipment at the factory.
- Verify that the correct material is loaded against the dispatch documents.
- Ensure proper packing, securing, lashing, blocking and protection of machinery during transportation.
- Take photographs/videos of the material before, during and after loading as required.
- Maintain photographic evidence of:
- Material condition before loading
- Packing condition
- Loading activity
- Vehicle number
- Lashing/securing arrangements
- Final loaded vehicle
- Dispatch from factory

4. Transit Tracking & Vehicle Monitoring

- Track dispatched vehicles from factory until delivery at the customer/project site.
- Obtain regular updates from drivers, transporters and logistics partners.
- Monitor the location and movement of dispatch vehicles during transit.
- Maintain a vehicle tracking/dispatch status report.
- Immediately escalate delays, route deviations, accidents, breakdowns or other transportation issues to the concerned management, and independently drive resolution.
- Coordinate with transporters for timely delivery at customer sites.

5. Transit Insurance

- Coordinate with the concerned team/insurance provider for transit insurance coverage for machinery and equipment.
- Ensure that required insurance is arranged before dispatch wherever applicable.
- Verify that the insurance coverage adequately covers the material during transit until delivery at the customer's designated site, as per the applicable policy/contract terms.




- Maintain records of insurance policies, certificates and related documents.
- In case of transit damage/loss, take ownership of coordinating with the transporter, insurance company and internal teams for documentation and claim initiation and follow-through.

6. Dispatch Documentation Prepare, verify and maintain dispatch-related documents such as:

- Delivery Challan
- Tax Invoice
- E-Way Bill
- Packing List
- LR / Lorry Receipt
- Transporter documents
- Vehicle and driver details
- Insurance documents
- Material inspection/quality documents, wherever applicable
- Customer dispatch instructions
- Gate Pass
- Proof of Delivery (POD)
- Other project-specific documents

Ensure that documents are accurate, complete and available before vehicle movement, with minimal errors or rework. 7. Customer & Project Site Coordination

- Coordinate with customers/project site representatives regarding delivery schedules.
- Confirm site readiness before dispatch wherever required.
- Share vehicle details, expected arrival time and dispatch documents with the customer/site team.
- Coordinate unloading requirements, crane arrangements or special site requirements where applicable.
- Obtain delivery confirmation/POD after material reaches the customer site.
- Act as a key point of escalation for logistics-related customer queries.

8. Dispatch Records & MIS

- Maintain a daily Dispatch Tracker / Logistics MIS.
- Track:
- Dispatch date
- Customer name
- Project/site
- Material description
- Quantity
- Vehicle number
- Transporter
- LR number
- Dispatch value
- Insurance details
- Current vehicle location
- Expected delivery date
- Actual delivery date
- POD status
- Damage/shortage status
- Prepare weekly/monthly logistics reports and MIS for management, including cost and performance trend analysis.
- Maintain proper records for audit and future reference.

9. Process Improvement (added for senior scope)

- Identify opportunities to optimize transportation costs, vehicle utilization and transporter performance.
- Build and maintain relationships with a reliable panel of transporters for various cargo types and routes.
- Support development/improvement of SOPs for dispatch, loading and transit tracking.

Key Performance Areas (KPIs)

- On-time dispatch against planned schedule
- On-time delivery to customer site
- Vehicle placement efficiency
- Transportation cost control and cost-saving initiatives
- Accuracy of dispatch documentation




- Transit tracking and visibility
- Zero/low transit damage and shortage
- Timely insurance coverage
- Timely POD collection
- Timely resolution of logistics issues
- Proper photographic and dispatch documentation
- Transporter panel management and negotiation outcomes

Required Skills & Competencies

- Strong, hands-on knowledge of logistics, dispatch and transportation operations, built over multiple years of independent handling.
- Proven experience handling industrial machinery / engineering equipment / project cargo, including heavy and oversized loads.
- Robust knowledge of truck, trailer, container and heavy-vehicle arrangements, including ODC permits and route planning.
- Strong understanding of transportation documentation and e-way bill processes.
- Working knowledge of transit insurance and claim documentation/settlement.
- Excellent coordination, communication and negotiation skills.
- Demonstrated ability to independently manage transporters, drivers, customers and internal departments with minimal supervision.
- Strong follow-up, problem-solving and crisis-management skills (breakdowns, delays, damage cases).
- Ability to plan and monitor multiple simultaneous dispatches across projects/sites.
- Strong working knowledge of MS Excel and MS Office; MIS/reporting skills.
- Working knowledge of GPS/vehicle tracking systems.
- Prior experience mentoring junior logistics staff is a plus.

Educational Qualification Minimum: Any Graduate / Diploma in Logistics, Supply Chain, Operations, Commerce or a related discipline.

Experience: 5–8 years of experience in Logistics, Dispatch, Transportation, Supply Chain or Project Logistics, with a track record of independently handling end-to-end dispatch operations.

Candidates with experience in engineering manufacturing, heavy machinery, industrial equipment, steel, cement, mining, coal or mineral industry logistics will be strongly preferred.

Personal Attributes

- Strong ownership and accountability; comfortable operating with minimal supervision
- Excellent follow-up skills
- High attention to documentation and detail
- Proven ability to work under dispatch deadlines and handle pressure situations
- Practical, solutions-oriented approach to transportation issues
- Strong communication and cross-functional coordination skills
- Willingness to travel to factory/customer sites when required

Role Objective The primary objective of this position is to ensure the safe, timely, cost-effective and properly documented movement of Insmart Systems' manufactured machinery from the factory to the customer's designated site, with complete visibility of the material throughout the transportation process, appropriate transit risk/insurance coverage, and continuous improvement of logistics processes — drawing on significant prior experience to operate

📌 Dispatch Executive (Hyderabad)
🏢 INSMART SYSTEMS
📍 Hyderabad