Despatch & Logistics Officer

Position Details

Job Title: Despatch & Logistics Officer

Department: Despatch & Logistics

Location: Manufacturing Plant – Perundurai, Erode

Reporting To: Despatch & Logistics Manager / Head – Supply Chain

Grade/Band: O1 / O2 / O3

Employment Type: Permanent

Job Purpose

To ensure efficient, timely and cost-effective despatch of finished goods by coordinating vehicle placement, loading operations, documentation, transporters and logistics activities, ensuring customer satisfaction, inventory accuracy, safety compliance and achievement of daily despatch targets.

Key Responsibilities

Despatch Operations

- Plan and execute daily despatch activities based on customer orders and delivery schedules.
- Ensure timely vehicle placement and availability of suitable transport.
- Coordinate with Sales, Planning, Warehouse and Production for material readiness.

- Monitor loading operations and ensure achievement of daily despatch targets.
- Ensure proper loading, stacking, securing and handling of finished goods.
- Monitor vehicle turnaround time and minimize waiting time.

- Ensure FIFO and proper material identification during despatch.
- Verify quantity, product specifications and condition before loading.
- Monitor manpower deployment and loading productivity.

- Ensure effective utilization of vehicles and loading resources.

Logistics & Transportation Management

- Coordinate with transporters, drivers and logistics service providers.
- Ensure availability of vehicles as per load requirements and delivery schedules.
- Monitor transportation costs, freight rates and vehicle utilization.

- Follow up on vehicle movement and delivery status.
- Coordinate with customers and transporters for delivery-related issues.
- Monitor transit delays, shortages, damages and customer complaints.

- Support route optimization and cost-effective transportation planning.
- Maintain transporter performance records and logistics data.

Documentation & MIS

- Ensure preparation and verification of invoices, delivery challans, e-way bills and other statutory documents.
- Verify vehicle details, driver details and transportation documents.

- Maintain accurate despatch registers and loading records.
- Prepare daily, weekly and monthly despatch MIS reports.
- Maintain records of tonnage,



vehicle utilization, loading productivity and freight costs.

- Ensure proper documentation of shortages, damages and returns.
- Support reconciliation of despatch quantities with ERP/SAP records.

Safety & Operational Excellence

- Ensure compliance with plant safety rules during vehicle movement and loading operations.
- Monitor PPE compliance among loading personnel and drivers.
- Ensure protected forklift operations and material handling practices.

- Prevent overloading of vehicles and ensure compliance with permissible load limits.
- Maintain housekeeping and safe working conditions in the despatch yard.
- Report unsafe acts, incidents and near misses.

- Implement 5S, Kaizen and continuous improvement initiatives.
- Ensure adherence to company SOPs and operational guidelines.

Compliance & Governance

- Ensure adherence to company policies, procedures and work instructions.
- Ensure compliance with applicable transportation and statutory requirements.
- Verify documentation relating to GST, e-way bills and goods movement.
- Ensure compliance with vehicle loading and permissible weight regulations.
- Support internal, external and statutory audits.
- Maintain accurate records for audit and management review.
- Ensure compliance with EHS standards and plant safety procedures.

Educational Qualification

Essential:

- Diploma / Bachelor's Degree in Logistics, Supply Chain Management, Commerce, Business Administration or equivalent.

Preferred:

- BBA / MBA in Logistics or Supply Chain Management.
- Certification in Logistics, Transportation or Warehouse Management.
- Knowledge of SAP/ERP systems.

Experience

Minimum Experience Required: 1 year

Preferred Experience: 1–3 years for O1; relevant experience as per grade for O2 and O3.

Industry: Manufacturing / Plastic Piping / FMCG / Automobile / Engineering

Functional Area: Despatch, Logistics, Transportation and Supply Chain





Relevant Exposure:

- Finished goods despatch operations
- Vehicle placement and transporter coordination
- Loading manpower management
- Freight and transportation cost monitoring
- Warehouse and inventory coordination
- ERP/SAP despatch transactions
- E-way bill and despatch documentation

Technical Competencies

- Knowledge of despatch and logistics operations.
- Understanding of transportation planning and vehicle utilization.
- Knowledge of loading operations and material handling.

- Familiarity with freight calculations and transportation costs.
- Knowledge of inventory management and FIFO.
- Working knowledge of MS Excel and MIS reporting.
- Knowledge of SAP/ERP despatch processes.

- Understanding of e-way bills, delivery challans and GST documentation.
- Knowledge of safety standards in loading and transportation.

Behavioral Competencies

- Planning and organizing
- Communication skills
- Teamwork and collaboration
- Problem-solving ability
- Decision-making
- Customer orientation
- Accountability and ownership
- Leadership and coordination
- Time management
- Continuous improvement mindset

Key Stakeholders

Internal Stakeholders

- Sales & Commercial
- Production
- Planning
- Warehouse / Finished Goods Yard
- Finance & Accounts
- HR & Administration
- EHS / Safety
- Customer Service

External Stakeholders

- Transporters
- Logistics Service Providers
- Vehicle Drivers
- Customers
- Suppliers
- Regulatory Authorities

Working Conditions

- Travel Requirement: Occasional, as per business requirement
- Shift Requirement: Yes, as per plant despatch schedule
- Plant/Office Based: Manufacturing plant and despatch yard
- Work Environment: Operational environment involving vehicle movement, loading activities and coordination with multiple departments

Key Performance Indicators (KPIs)

- Daily despatch target achievement (MT / day)
- On-time vehicle placement
- Vehicle turnaround time
- Loading productivity (MT / manpower / hour)
- Transportation cost per MT
- Vehicle utilization and load optimization
- On-time delivery performance
- Despatch documentation accuracy
- Customer complaints relating to despatch
- Safety incidents and statutory compliance
- Inventory and despatch reconciliation accuracy

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