Dispatch, Order Management & Exhibition Executive Department: Sales Operations / Dispatch

Designation: Dispatch, Order Management & Exhibition Executive

Experience: 23 Years Qualification: Graduate Location: Rajkot, Gujarat

Reporting To: Sales Operations / Sales Management

Travel: Pan India, whenever required

1. JOB PURPOSE

The Dispatch, Order Management & Exhibition Executive will manage the complete operational cycle of:

- Exhibition Orders
- Exhibition Order Booking
- E-commerce Orders
- Repeat Orders
- Customer Coordination
- Payment Follow-up
- Sales Order (SO) Support
- Dispatch Coordination
- Dealer / Distributor Coordination
- Logistics Coordination
- Order MIS & Tracking

The person will act as the key coordination point between Sales, Exhibition, E-commerce, Accounts, Order Processing, Dispatch, Logistics, Dealers, Distributors and Customers.

2. KEY RESPONSIBILITIES

A. Exhibition Attendance & Order Booking

1. Attend company exhibitions, trade shows, dealer meets and promotional events whenever required.

2. Travel Pan India for exhibitions and business events as per company requirements.

3. Support the Exhibition Sales Team during events.

4. Handle customer enquiries and order booking at exhibitions.

5. Verify complete customer and order information.

6. Ensure correct product/model, quantity, price, GST, freight and payment details.

7. Coordinate with the Sales Team for product and commercial clarification.

8. Collect / coordinate advance or full payment as per company terms.

9. Coordinate with Accounts for payment confirmation.

10. Enter exhibition orders accurately into the approved system / Excel / ERP.

11. Maintain the Exhibition Booking Tracker.

12. Ensure there are no duplicate or incomplete bookings.

B. Post-Exhibition Order Management

After the exhibition, the candidate will take complete responsibility for the order until delivery.

Exhibition Booking Payment SO Dispatch Transport Delivery Closure

Responsibilities include:

- Payment follow-up
- Customer confirmation
- SO coordination
- Stock confirmation
- Dispatch planning
- Transport coordination
- LR tracking
- Customer communication
- Delivery confirmation

C. E-commerce Order Management

1. Handle all company E-commerce / online orders.

2. Coordinate directly with end customers.

3. Verify customer address and contact details.

4. Confirm product, model and quantity.

5. Check payment status.

6. Coordinate SO preparation.

7. Coordinate with Dispatch / Warehouse for shipment.

8. Coordinate with Logistics for delivery.

9. Share dispatch details with customers.

10. Track the order until delivery.

11. Coordinate with Service Team wherever post-delivery support is required.

D. Repeat Order Management

1. Handle repeat orders received from existing exhibition customers, dealers, distributors and online customers.

2. Maintain customer order history.

3. Follow up for repeat requirements.

4. Coordinate with Sales Team for repeat orders.

5. Verify latest approved price and commercial terms.

6. Coordinate payment confirmation.

7. Assist with SO preparation.

8.



Arrange dispatch directly from Company or through Dealer / Distributor.

9. Track repeat orders until successful delivery.

10. Maintain a Repeat Order Tracker.

E. SO / Order Processing Support

The candidate will support the Order Team in preparing accurate Sales Orders for:

- Tent Air Coolers
- Domestic Air Coolers
- Other products as assigned Before SO processing, verify:
- Customer details

- Product / Model
- Product Code
- Quantity
- Price
- Discount, if approved
- GST
- Freight
- Delivery location
- Payment terms
- Stock availability

All SOs must be prepared according to the latest approved price list and company commercial policy.

F. Payment Follow-up

1. Track all pending payments related to assigned orders.

2. Follow up with customers, dealers and distributors.

3. Coordinate with Accounts for payment confirmation.

4. Maintain Payment Pending Tracker.

5. Ensure dispatch is released only after payment confirmation or approved credit terms.

6. Escalate overdue payments to the reporting manager.

G. Dealer & Distributor Coordination

Where an order is fulfilled through a Dealer / Distributor:

1. Share order details with the concerned Channel Partner.

2. Coordinate payment and billing.

3. Check stock availability.

4. Follow up for dispatch.

5. Obtain transport / LR details.

6. Confirm delivery.

7. Resolve basic order-related issues.

8. Escalate major issues to Sales Management.

H. Dispatch & Logistics Coordination

1. Coordinate with Warehouse / Dispatch for daily dispatch planning.

2. Verify product, model and quantity before dispatch.

3. Coordinate transportation.

4. Obtain LR / docket / shipment details.

5. Update order status.

6. Inform customers regarding dispatch.

7. Track shipments until delivery.

8. Follow up with transporters for delayed deliveries.

9. Maintain Dispatch Pending / Dispatched / Delivered reports.

3. ORDER OWNERSHIP

The employee should follow a clear End-to-End Order Ownership approach.

Order Received

Customer & Order Verification

Payment Confirmation

Stock Confirmation

SO Preparation

SO Approval

Dispatch Planning

Company / Dealer / Distributor Dispatch

LR / Transport Details

Customer Communication

Delivery Confirmation

Order Closure

Repeat Order Follow-up

The objective is that no order should remain unattended or without a clear status.

4. MIS & TRACKING

The employee will maintain:

1. Exhibition Order Tracker

2. Exhibition Payment Pending Report

3. Exhibition Dispatch Pending Report

4. E-commerce Order Tracker

5. E-commerce Dispatch Report

6. Repeat Order Tracker

7. SO Pending Report

8. Payment Pending Report

9. Dispatch Pending Report

10. Dispatched Order Report

11. Delivered Order Report

12. Dealer / Distributor Order Status

13. Customer Follow-up Report

14.



Pending Issue / Escalation Report

5. DAILY RESPONSIBILITIES

The employee will be responsible for:

- Checking new orders
- Checking pending orders
- Payment follow-up
- SO coordination
- Stock coordination
- Dispatch planning
- Logistics follow-up
- Customer communication
- Dealer / Distributor follow-up
- Delivery tracking
- Updating MIS
- Escalating critical pending matters

6. KEY INTERNAL & EXTERNAL COORDINATION

Internal

- Sales Team
- Sales Director's Office
- Exhibition Team
- E-commerce Team
- Order Team
- Accounts & Finance
- Dispatch / Warehouse
- Logistics
- Service Team

External

- End Customers
- Dealers
- Distributors
- Channel Partners
- Transporters

8. QUALIFICATION & EXPERIENCE

Qualification: Graduate in any discipline

Experience: 2–3 years

Preferred Experience:

- Sales Coordination
- Order Processing
- Dispatch Coordination
- E-commerce Operations
- Customer Coordination
- Logistics Coordination
- Consumer Durables
- Electrical / Electronics
- Manufacturing Industry

9. REQUIRED SKILLS

- Strong follow-up skills
- Good communication
- Customer handling
- Valuable MS Excel knowledge
- ERP / Tally / Order Management knowledge preferred
- Good documentation

- Strong coordination capability
- Numerical accuracy
- Ability to manage multiple orders
- Problem-solving ability
- Ability to work under pressure
- Willingness to travel Pan India
- Ability to work during exhibitions and peak seasons

Languages: English and Hindi required; Gujarati preferred.

10. KEY KPIs

KPI Target

Order Processing Accuracy 98%+ SO Accuracy 99%+

Payment Follow-up Daily

Exhibition Order Processing Within committed timeline E-commerce Dispatch As per SLA

Dispatch Documentation 100% accuracy

Order-to-Dispatch TAT As per company SLA Pending Order Follow-up 100% tracking Customer Communication Timely

MIS Submission 100% timely

Exhibition Order Closure Within defined timeline Repeat Order Follow-up Regular

11. IDEAL CANDIDATE PROFILE

The ideal candidate should be proactive, responsible, organized and strong in follow-up.

The candidate should be capable of independently managing multiple orders and coordinating with different departments simultaneously.

The person must have a strong sense of ownership and execution, because the role involves taking an order from booking/payment stage through SO, dispatch, transportation and final delivery.

The candidate should also be comfortable with Pan India travel for exhibitions and handling high-volume order booking during exhibition periods.

12. PRIMARY ACCOUNTABILITY

"BOOK – COLLECT – PROCESS – DISPATCH – TRACK – DELIVER – CLOSE"

The employee will be accountable for ensuring that every assigned order is properly: Booked Payment Confirmed SO Prepared Dispatched Delivered Closed with complete documentation and timely customer communication.

Core Responsibility Areas

Exhibition Order Booking + Exhibition Attendance + E-commerce Orders + Repeat Orders + Payment Follow-up + SO Support + Dealer/Distributor Coordination + Dispatch + Logistics + Customer Coordination + MIS

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