Dispatch Head

Job Overview

The Packaging cum Dispatch Head is responsible for overseeing the complete end-to-end operations from product packing to final dispatch. This role ensures efficient and timely packing of products, maintains inventory accuracy, manages dispatch operations including scheduling and tracking of trucks and tankers, and ensures adherence to quality and safety standards. The position requires coordination with multiple teams including production, finance, sales, and operations to ensure seamless workflow from packing to delivery.

KRA & KPIKey Result Areas (KRA)Key Performance Indicators (KPI)All Packing Should Be Done on Time% Packing Not Done on TimeAll Vehicle Loading Should Be Done on Time% Loading Not Done on TimeAll Production Vouchers Should Be Entered on Time% Production Vouchers Not Done on TimeAll Tankers Should Be Loaded Properly% Tankers Not Loaded ProperlyAll Packing Quality Complaints Should Be Resolved on Time% Complaints Not Resolved on TimeAll Trucks Should Be Dispatched Within 24 Hours% Dispatches Not Done on TimeAll Tankers Should Be Dispatched Within 24 Hours% Dispatches Not Done on TimeAll Invoices Should Be MatchedCount of Total Invoices / Oil InvoicesProtocols

• Receive and review packing requirements on daily basis
• Review and check that the packing area is clear and hygienic
• Check the quality of packing at hourly intervals to ensure all packing is done neatly
• Timely start the packing machine and align contractors & workers accordingly
• Ensure packing material inventory is sufficient for next day plan
• Ensure plant has sufficient stock in inventory to carry out packing during entire day
• General inventory management of preventive maintenance is available
• Ensure that all dispatch-related documents are verified and signed by authorized personnel before being processed
• Ensure tankers are dispatched according to pre-established schedules with appropriate records maintained
• Regular follow-up with accounts and finance teams to ensure overdue payments are collected
• Maintain an updated tanker plan with accurate details such as the bargain number
• Adhere to dispatching protocols for accurate record-keeping in the tanker sheet and other relevant documents

Role Tasks

1. Stock Management & Inventory Control

• Check stock of finished goods and packing materials in the godown daily
• Verify physical stock regularly and ensure it matches Tally records
• Maintain the FIFO (First-In-First-Out) system for stock handling
• Conduct regular checks for old goods stock and ensure proper stock rotation
• Highlight if any stock holds for more than 1 week
• Cross-verify all stock entries and physical stock for discrepancies

2. Production Planning & Reporting

• Review daily packing plan based on production sheet
• Check and ensure daily filling reports in designated books
• Monitor and check the dashboard daily to ensure updates are accurate
• Fill in and maintain the tanker sheet whenever a tanker is loaded
• Update and submit all required reports

3. Operational Management

• Start machines at the correct time and ensure smooth operations
• Ensure machines are cleaned thoroughly before releasing labor after shifts
• Ensure cleanliness of the packing area every morning
• Check and arrange stock material, packing material, and verify placement of labels
• Coordinate with the tanker fleet and ensure appropriate tankers are called as per dispatch plan
• Confirm that drivers are informed and ready for departure as scheduled

4. Quality Assurance & Compliance

• Regularly check the weight of tins to ensure accuracy
• Verify and monitor the loading of vehicles to ensure proper handling
• Ensure stock materials in the godown are arranged properly
• Coordinate with logistics and production teams for smooth operations

5. Invoice Management & Documentation

• Ensure that all dispatch invoices are checked for proper signatures and accuracy
• Verify that invoices align with dispatched products and transport documentation
• Create dispatch invoices in accordance with planned deliveries
• Cross-check product bills to ensure they match dispatch invoices and product quantities
• Ensure that product bills are accurately checked for each dispatched tanker

6. Payment & Financial Coordination

• Monitor overdue payments for trucks and tankers
• Follow up with finance or accounts department to ensure timely collection of payments
• Keep records of payment status and take necessary actions to resolve overdue payments

7. Transportation & Logistics Planning

• Plan the dispatch of tankers according to daily/weekly schedule
• Assign appropriate tanker numbers along with relevant bargain numbers for tracking
• Ensure that tanker routes and schedules are optimized for efficiency
• Regularly check TPT bilty documentation to ensure trucks/tankers are inspected every 10 days
• Ensure TPT bilty aligns with dispatch requirements and compliance regulations

Skills Required

• Strong organizational and time-management skills
• Attention to detail for accurate invoice and documentation processing
• Proficiency in using dispatch management systems and dashboards
• Proficiency in Tally software
• Ability to operate and troubleshoot packaging machinery
• Excellent communication skills for coordination with tankers, drivers, and internal teams
• Problem-solving and decision-making skills
• Ability to work under pressure and manage multiple tasks simultaneously
• Experience in handling daily dispatch of 300 to 400 tons, 30 to 40 trucks

Knowledge Required

• Strong understanding of packing processes, materials, and equipment
• Knowledge of inventory management and FIFO practices
• Familiarity with hygiene and safety standards in a production environment
• Understanding of stock management systems
• Knowledge of dispatch and logistics operations
• Understanding of invoicing and payment processes
• Familiarity with tanker management and planning
• Knowledge of legal regulations concerning transport and dispatch operations
• Understanding of packing of pouches, bottles, tins, boxes, etc.
• Proficient in Microsoft Excel or similar software for maintaining records

Job Type: Full-time

Pay: ₹45, ₹55,000.00 per month

Work Location: In person