Dispatch Officer – Pharmaceutical Manufacturing

Company: Azentyx Healthcare Pvt. Ltd.

Location: Barotiwala, Baddi, Himachal Pradesh

Department: Warehouse & Logistics

Reporting To: Warehouse Manager / Warehouse Head

Industry: Pharmaceutical Manufacturing

1. Job Purpose

To manage and coordinate the safe, accurate, timely, and compliant dispatch of finished pharmaceutical products to customers, distributors, and authorized locations while ensuring compliance with GMP, GDP, company SOPs, documentation requirements, and applicable regulatory requirements.

1. Key ResponsibilitiesA. Dispatch Planning & Coordination

- Prepare daily dispatch plans based on approved sales orders and dispatch instructions.
- Coordinate with Warehouse, QA, Production, PPIC, Finance/Accounts, Sales, and Logistics for timely dispatch.
- Verify product availability, batch details, quantity, and approved dispatch status before shipment.
- Ensure dispatches are made only against authorized and approved documents.
- Coordinate vehicle availability and loading schedules.

B. Documentation & Records
- Prepare and verify dispatch-related documents, including:
- Invoice
- Delivery Challan, wherever applicable
- Packing List
- E-Way Bill, wherever applicable
- Transporter/LR documents
- Batch-related documents as authorized
- Other customer-specific documents
- Ensure all dispatch records are complete, accurate, traceable, and properly filed.
- Maintain dispatch registers and computerized records.
- Ensure documentation complies with applicable SOPs and GDP requirements.

C. Pharmaceutical Product Verification
- Verify product name, batch number, manufacturing date, expiry date, quantity, pack size, and customer details before dispatch.
- Ensure only QA-released finished goods are dispatched.
- Check product and secondary packaging condition before loading.
- Ensure products under quarantine, rejected, recalled, or otherwise restricted status are not dispatched.
- Maintain complete batch traceability.

D. Loading & Vehicle Management
- Coordinate with warehouse and loading personnel for proper material loading.
- Ensure vehicles are suitable, clean, dry, and appropriate for pharmaceutical product transportation.
- Check vehicle condition before loading as per applicable SOP.
- Ensure proper segregation and protection of products during transportation.
- Ensure loading is carried out safely without damaging cartons or products.
- Verify loaded quantity against approved dispatch documents.

E.



Transporter & Logistics Coordination
- Coordinate with approved transporters/logistics partners.
- Obtain vehicle details, driver details, LR/transport documents, and expected delivery information.
- Maintain transporter records.
- Follow up on shipments until delivery, wherever required.
- Escalate delays, shortages, damages, or transportation-related issues to the concerned department.

F. GMP / GDP Compliance
- Follow applicable Valuable Distribution Practices (GDP), Good Manufacturing Practices (GMP), warehouse SOPs, and company quality procedures.
- Maintain proper documentation and data integrity.
- Follow FEFO/FIFO requirements as applicable.
- Ensure proper handling of temperature-sensitive products as per product-specific requirements.
- Report any deviation, damage, discrepancy, or suspected quality issue immediately.
- Participate in audits and inspections related to dispatch activities.

G. Inventory & Reconciliation
- Reconcile dispatched quantities with system and physical records.
- Coordinate with warehouse personnel regarding stock availability.
- Investigate and report discrepancies in quantity, batch, or documentation.
- Ensure timely updating of dispatch transactions in ERP/software.

1. Daily Activities

- Review approved dispatch schedule.
- Verify finished goods availability and QA release status.
- Check customer/order details.
- Prepare and verify dispatch documents.
- Coordinate vehicle placement.
- Supervise/coordinate loading.
- Verify batch, quantity, and packaging.
- Complete dispatch documentation.
- Update ERP/dispatch register.
- Coordinate with transporter and relevant departments.
- File completed records and report pending dispatches.

1. Required Qualification

Minimum: Graduate in any discipline.

Preferred:

- B.Com / BBA / MBA / Logistics / Supply Chain qualification.
- Diploma/Certificate in Logistics or Warehouse Management.
- Experience in pharmaceutical dispatch/warehouse operations will be preferred.

1. Experience

Dispatch Executive: 1–3 years Dispatch Officer: 2–5 years

Preferred experience in a pharmaceutical manufacturing company,



regulated warehouse, or GMP/GDP environment.

1. Required Knowledge

- Pharmaceutical warehouse and dispatch procedures.
- GMP/GDP principles.
- FEFO/FIFO.
- Batch and expiry management.
- Dispatch documentation.
- E-Way Bill and logistics documentation.
- ERP/WMS systems.
- Basic inventory control.
- Transportation and logistics coordination.
- Data integrity and documentation practices.
- Occupational safety and warehouse safety.

1. Required Skills

- Good communication and coordination skills.
- Documentation and record-keeping skills.
- Basic computer and MS Excel knowledge.
- ERP/WMS operating skills.
- Attention to detail.
- Ability to identify discrepancies.
- Time-management and organizational skills.
- Ability to coordinate with multiple departments.
- Problem-solving ability.

1. Key Performance Indicators (KPIs)

- On-time dispatch percentage.
- Dispatch documentation accuracy.
- Dispatch quantity/batch accuracy.
- Zero unauthorized dispatches.
- Zero documentation-related dispatch errors.
- Timely ERP/system updating.
- Inventory/dispatch reconciliation accuracy.
- Customer dispatch complaint rate.
- Compliance with GMP/GDP and company SOPs.
- Vehicle loading and dispatch turnaround time.

1. Interdepartmental Coordination

The Dispatch Executive/Officer shall coordinate with:
- Warehouse & Stores
- QA
- QC, wherever required
- Production
- PPIC
- Finance & Accounts
- Sales & Marketing
- Customer Service
- Transporters/Logistics Vendors
- Security
- Administration

1. Compliance & Responsibility

The employee shall be responsible for ensuring that all dispatch activities are performed according to approved SOPs, GMP/GDP requirements, company policies, quality procedures, and applicable statutory/regulatory requirements. Any discrepancy, deviation, product damage, documentation error, unauthorized dispatch, or suspected quality issue must be immediately reported to the concerned supervisor/manager and handled as per the applicable SOP.

1. Preferred Candidate Profile

A suitable candidate should have experience in pharmaceutical finished-goods dispatch, with practical knowledge of batch-wise dispatch, FEFO, QA release, ERP entries, transport coordination, dispatch documentation, and GMP/GDP compliance. Pay: ₹15,000.00 - ₹20,000.00 per month

Benefits

- Flexible schedule
- Health insurance
- Leave encashment
- Paid sick time
- Provident Fund

Work Location: In person

📌 Dispatch Officer – Pharmaceutical Manufacturing (Baddi)
🏢 AZENTYX HEALTHCARE
📍 Baddi