Outward & Dispatch Executive

We are a leading aerospace and defence trading company, specializing in the supply of consumables, spare parts, and equipment. We are looking for a proactive and detail-oriented Operations & Dispatch Executive to support our logistics, inventory, and dispatch operations. The role involves coordinating material movement, maintaining records, ensuring timely deliveries, and supporting smooth day-to-day supply chain activities.

Job Description

A. Dispatch Order Processing

Receive and review Delivery Orders (DOs), Purchase Orders (POs), and dispatch requisitions from authorised personnel.

Verify product details, part numbers, quantities, specifications, pack sizes, colour codes, shelf life, delivery address, and required delivery dates.

Prepare the required copies of the Delivery Order and share them with the Stores Team for material picking.

Generate Material Requests (MRs) in the RSR software.

Coordinate with Stores for material picking, packing, and preparation of the Store Out Note (SON).

Proceed with dispatch documentation after confirmation of material handover and completion of the store-out process.

Prepare applicable Joint Venture (JV) entries for raw material combinations and quantity conversions as per the work instruction.

B. Dispatch Documentation

Prepare Delivery Challans, invoices, Release Notes/Certificates of Conformance (CoC), and dispatch checklists.

Arrange supporting documents such as MSDS, TDS, test reports, Manufacturer's Certificate of Conformance, and Boeing Batch Approval Certificate, wherever required.

Verify dispatch documents against the customer requirements and prescribed checklist.

Prepare two sets of dispatch documents: one for the customer and one for company records.

Arrange additional invoice copies as required by customers or courier agencies.

Coordinate SEZ/EOU shipment documentation, including LUT Bond and DTA copies, wherever applicable.

Submit the relevant shipment documents to Accounts for record-keeping.

Maintain dispatch documentation and records as per company procedures.

C. Material Verification and Packaging

Coordinate with Stores to ensure the correct products and quantities are picked against the Delivery Order.

Verify part numbers, specifications, batch numbers, manufacturing dates, expiry dates, and shelf life, wherever applicable.

Ensure materials are properly sealed and protected against leakage or transit damage.

Coordinate suitable packaging using cartons, bubble wrap, cushioning materials, pallets, and stretch film, as required.

Ensure packages are labelled with product details, batch numbers, manufacturing dates, colour codes, safety instructions, and handling requirements, wherever applicable.

Coordinate product inspection and shipment photographs for trans-shipment consignments.

Ensure hazardous materials are packaged, labelled, and handled according to applicable requirements.

D. Temperature-Sensitive Material Dispatch

Identify temperature-sensitive materials requiring special shipping arrangements.

Arrange insulated packaging, cooling materials, and data loggers as required.

Ensure two data loggers are placed in the shipment, including one backup logger, as prescribed in the work instruction.

Activate and position the data loggers correctly before shipment.

Record the data logger serial numbers and provide handling or reading instructions when required.

Obtain the prescribed Life Span of Temperature Sensitive Material form (FORM/SCDIS/RSR/63) from Stores.

Photograph the material before packing and complete the prescribed form.

Ensure temperature-sensitive material dispatch is processed within the bonded store as specified in the work instruction.

E. Shipment Coordination and Tracking

Coordinate with courier agencies, transporters, freight forwarders, and the Logistics Team for timely dispatch.

Assist in selecting suitable transportation based on shipment size, destination, material type, and delivery timeline.

Coordinate safe loading and transportation of materials.

Ensure dispatches are planned according to the required delivery dates.

Share dispatch documents and shipment tracking details with customers through email.

Communicate dispatched and pending product details to the relevant stakeholders.

Track shipments until final delivery.

Follow up with logistics partners regarding shipment delays and delivery issues.

Inform the Sales Team and customers promptly about delays or changes affecting delivery timelines.

F. Proof of Delivery and Record Maintenance

Obtain Proof of Delivery (POD) from courier agencies or delivery personnel.

Share POD copies with customers and obtain receipt acknowledgement wherever required.

Maintain dispatch records, tracking details, delivery confirmations, and PODs.

Update dispatch information accurately in the RSR software and relevant tracking sheets.

Ensure records are complete, traceable, and readily available for audits.

G. Coordination and Compliance

Coordinate with Sales, Stores, Quality, Accounts, and Logistics to ensure smooth dispatch operations.

Escalate discrepancies in material details, documentation, packaging, or shipment status before dispatch.

Coordinate with the Quality Team for customer complaints involving damaged, incorrect, or missing materials.

Support internal and external audits by maintaining accurate dispatch records.

Participate in departmental KPI reviews and implement corrective actions for identified gaps.

Follow company work instructions, quality procedures, and applicable safety requirements.

Job Type

Full-time

Pay

₹25,000.00 - ₹35,000.00 per month

Benefits

Food provided

Provident Fund

Application Question(s)

The job location is Taloja MIDC. Kindly apply only if you are comfortable commuting to and working at this location.

What is your notice period?

What is your current salary and expected salary?

Experience

outward dispatch and

1 year (Required)

Work Location

In person