Job Overview
- Coordinate daily dispatch activities ensuring accurate and timely shipment of Automated Valve Packages and related components.
- Schedule domestic and international shipments based on client deadlines, urgency, and logistics feasibility.
- Arrange transport vehicles, negotiate rates (if required), and ensure timely pickup.
- Track shipments in real time and provide proactive updates to clients and internal teams.
- Monitor loading and unloading to ensure proper handling of fragile, heavy, or customized valve automation systems.
- Prepare and verify dispatch documents such as challans, invoices, packing lists, E-way bills, LR copies, GST documents, BOL, AWB, and Certificates of Origin.
- Ensure compliance with domestic/international shipping regulations, export control norms, and Incoterms.
- Maintain complete dispatch records and organize documents for audits and compliance.
- Resolve dispatch-related issues including shipment delays, address changes, damage claims, and transporter errors.
- Ensure proper labeling, sealing, crating, and packaging as per company quality standards.
- Coordinate with production, purchase, stores, engineering, and QC teams to verify stock readiness and QC clearance.
- Collaborate with warehouse teams for accurate product picking, weight/dimension verification, and shipment preparation.
- Maintain updated inventory levels and perform cycle counts using ERP/MRP systems.
- Manage packaging material and shipping supply inventory.
- Communicate with customers regarding dispatch schedules, ETAs, documentation requirements, and shipment delays.
- Act as the logistics contact for post-sales delivery issues or emergencies.
- Expedite urgent shipments for shutdowns, breakdowns, and emergency industrial requirements.
- Verify proof of delivery (POD) and initiate claims for lost or damaged shipments.
- Provide administrative support to the sales team for order processing and customer coordination.
- Enter and manage customer orders in ERP/CRM from PO to invoice stage.
- Maintain accurate customer, pricing, and product data in ERP/CRM.
- Assist in preparing quotations, pro forma invoices, order acknowledgments, and sales documents.
- Track order progress and update sales teams regarding lead times and production schedules.
- Handle customer queries related to order status, delivery timelines, and documentation.
- Coordinate demo shipments, samples, and pilot project logistics as required by the sales team.
- Follow up after delivery to gather customer feedback and identify additional sales opportunities.
- Ensure accurate ERP/Tally/Excel entries for all dispatch and order activities.
- Generate weekly/monthly reports on dispatch volumes, OTD performance, freight cost, and open orders.
- Maintain transporter performance data and identify reliable logistics partners.
- Meet KPIs such as 98%+ on-time delivery, <1% shipping errors, and high inventory accuracy.
- Identify and implement process improvements to enhance dispatch and order processing efficiency.
- Ensure compliance with ASME, API, ISO standards and client-specific requirements.
- Follow safety guidelines for handling hazardous, pressurized, or sensitive industrial components.
- Strong knowledge of dispatch, logistics, transportation, and shipment coordination.
- Experience handling industrial/mechanical product dispatch (valves, actuators, automation systems, engineering goods).
- Proficiency in ERP/MRP systems (SAP, Oracle, Epicor, NetSuite, Tally).
- Proficiency in CRM tools (Salesforce, HubSpot, or similar) for customer and sales coordination.
- Advanced MS Office skills, especially Excel (VLOOKUP, Pivot Tables), Word, and Outlook.
- Strong understanding of shipping documentation (challans, invoices, packing lists, E-way bills, LR, BOL, AWB, CoO).
- Knowledge of domestic and international logistics regulations and Incoterms (EXW, FCA, CPT, DAP, DDP, FOB).
- Familiarity with export control norms (ITAR, EAR), OFAC screening, and ECCN classification.
- Understanding of hazardous material shipping requirements (IATA/IMDG).
- Ability to coordinate with transporters, freight forwarders, customs brokers, and 3PL providers.
- Strong inventory management skills including cycle counting and stock accuracy.
- Ability to track shipments, monitor transit delays, and resolve logistics issues proactively.
- Strong follow-up and coordination skills during urgent or time-critical dispatches.
- Understanding of packaging standards for heavy, fragile, hazardous, or custom-engineered industrial products.
- Knowledge of industry standards like ASME, API, ISO, ATEX, IECEx, SIL (preferred).
- Strong communication skills for internal coordination and customer interactions.
- Customer service ability for after-sales logistics queries and issue resolution.
- Ability to prepare quotations, order acknowledgments, pro forma invoices, and sales documentation.
- High attention to detail in documentation, serial numbers, product specifications, and data entry.
- Strong analytical skills for report preparation, freight cost analysis, and KPI monitoring.
- Exceptional organizational skills for managing multiple orders, delivery schedules, and deadlines.
- Problem-solving skills to address delivery delays, carrier issues, customs holds, and documentation errors.
- Ability to multitask across dispatch, sales support, customer follow-ups, and documentation.
- Strong time management and ability to work under pressure with tight deadlines.
- Technological competence in dispatch software, TMS/WMS systems, GPS tracking, and digital workflow tools.
- Flexibility and adaptability to handle changing priorities, urgent requirements, and unexpected logistics situations.
- Cross-functional collaboration skills to work with sales, engineering, production, QC, purchase, and warehouse teams.
- Negotiation skills for carrier rates, freight optimization, and logistics cost control.
- Compliance awareness for ensuring safe handling of pressurized or hazardous components.
- Data accuracy and record-keeping discipline for audit-ready documentation.
- Preferred certifications (added advantage): APICS CPIM/CSCP, IATA Dangerous Goods, Lean Six Sigma Green Belt, Certified Logistics Associate (CLA).
Any ITI / Diploma / BE / Btech / ME / Mtech / Relevant in Mechanical / Industrial / Production Engineering / Logistics / Supply Chain / Operations additional certifications in Supply Chain / Logistics / Export-Import / ERP Systems are an added advantage.Dispatch Skills in the Valve Automation / Heavy Engineering Goods Industry is on priority…
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