Dispatch Manager

JOB LOCATION AT JAGDALPUR CHHATTISGARH

BASTAR DAIRY FARM PVT LTD

JOB DESCRIPTION

POSITION TITLE: DISPATCH MANAGER

Department: Milk Processing Plant & Logistics

Reports To: Production Manager / Operations Head

POSITION OVERVIEW

The Dispatch Manager is responsible for managing all outbound finished goods dispatch operations across both morning and evening shifts at the milk processing plant. This role ensures timely, accurate, and compliant delivery of products to franchise outlets and other distribution channels while maintaining inventory accuracy and regulatory compliance.

KEY RESPONSIBILITIES

Dispatch Operations & Logistics

•                 Coordinate and execute daily dispatch of finished goods during morning and evening shifts

•                 Manage pickup scheduling and logistics for outbound stock to franchise outlets

•                 Supervise loading and unloading of products to ensure proper handling and safety compliance

•                 Ensure timely delivery of stock to distribution points and franchise locations

Documentation & Gate Pass Management

•                 Prepare and issue gate passes for all outbound dispatch of finished goods

•                 Manage all dispatch-related invoices and documentation through ERPNext (BDF Live)

•                 Maintain accurate records of all shipments, including product type, quantity, and destination

•                 Ensure all dispatch documents are properly signed and filed for audit purposes

Inventory & Quality Compliance

•                 Verify and check product dates to ensure FIFO (First In, First Out) compliance

•                 Inspect finished goods for quality, damage, and packaging integrity before dispatch

•                 Process and verify sales returns, checking product condition and documentation

•                 Coordinate with Production team to manage stock levels and dispatch scheduling

Franchise Outlet Coordination

•                 Monitor and coordinate franchise outlet order timings and delivery schedules

•                 Follow up on delivery status with franchise partners and transport providers

•                 Address order discrepancies and manage order amendments before dispatch

•                 Maintain communication with franchise outlets regarding order confirmations and ETAs

ERP & Reporting

•                 Manage all dispatch orders and invoices through ERPNext (BDF Live) system

•                 Prepare daily sales dispatch reports documenting all outbound shipments

•                 Generate end-of-day and end-of-shift reports for management review

•                 Track and report on dispatch KPIs and performance metrics

DAILY DUTIES

Morning Shift

•                 Review and confirm orders from franchise outlets via ERPNext

•                 Check stock availability and production readiness with Production Manager

•                 Prepare dispatch schedule and assign delivery sequences

•                 Verify FIFO compliance and product quality for morning dispatch

•                 Issue gate passes and coordinate vehicle loading

•                 Track delivery status and follow up with transport partners

•                 Process sales returns and update inventory in ERPNext

•                 Prepare morning shift dispatch report

Evening Shift

•                 Repeat morning shift duties for evening dispatch

•                 Consolidate daily dispatch data from both shifts

•                 Prepare comprehensive daily sales dispatch report

•                 Reconcile all invoices and gate passes for the day

•                 Communicate any discrepancies or issues to management

•                 Ensure all ERPNext records are updated and accurate

SHIFT SCHEDULE

Morning Shift: [Timing to be specified]

Evening Shift: [Timing to be specified]

REQUIRED QUALIFICATIONS & EXPERIENCE

•                 High School Diploma or equivalent; Bachelor's in Business, Logistics, or Operations preferred

•                 Minimum 2-3 years of experience in dispatch, logistics, or warehouse operations

•                 Proficiency in ERP systems (ERPNext experience is a strong advantage)

•                 Strong understanding of FIFO inventory management and food safety compliance

•                 Excellent organizational and time management skills

•                 Ability to work both morning and evening shifts as required

•                 Good communication skills in Hindi and English

•                 Knowledge of dairy/FMCG logistics is an advantage

KEY SKILLS REQUIRED

•                 ERP/IT Proficiency (ERPNext, spreadsheets, documentation tools)

•                 Inventory Management & FIFO Compliance

•                 Logistics & Supply Chain Coordination

•                 Attention to Detail (date checks, quality verification)

•                 Problem Solving & Decision Making

•                 Stakeholder Communication (franchisees, transport, production)

•                 Data Entry & Documentation

•                 Physical Stamina (warehouse environment, both shifts)

PERFORMANCE METRICS & KPIs

•                 On-Time Dispatch Rate: 98%+ of orders dispatched as scheduled

•                 Accuracy Rate: 99%+ accuracy in gate passes, invoices, and ERPNext records

•                 FIFO Compliance: 100% compliance with date-checking and stock rotation

•                 Order Return Rate: Minimize product damage/returns to <1% of dispatched quantity

•                 Documentation Completeness: All daily reports submitted on time with zero discrepancies

•                 Franchise Satisfaction: Zero unresolved delivery complaints per week

PHYSICAL & WORKING CONDITIONS

Physical Demands:

•                 Standing for extended periods

•                 Walking and moving around warehouse/dispatch area

•                 Lifting and moving boxes/pallets (up to 25-50 kg)

•                 Exposure to dairy processing environment

Work Environment:

•                 Climate-controlled and non-climate-controlled areas

•                 Shift work (morning and evening shifts)

•                 Fast-paced, deadline-driven environment

•                 Compliance with food safety and hygiene standards