Purpose of the Role
The Order & Dispatch Coordinator is responsible for end-to-end coordination of customer orders, dispatch planning, inventory monitoring, and timely fulfillment. The role acts as a key link between Sales, Warehouse, Logistics, Production Planning, and Customers to ensure accurate order processing, optimal inventory utilization, and on-time deliveries in line with company processes.
Key Responsibilities
Order Processing & Coordination
- Monitor and process customer orders on a daily basis.
- Verify customer orders for accuracy with respect to quantity, delivery location, pricing, approvals, and documentation.
- Coordinate with customers for order confirmation, dispatch schedules, and inventory verification.
- Act as a single point of coordination between the sales team, sales coordinators, warehouse, logistics, and operations.
Dispatch Planning & Execution
- Prepare daily dispatch plans based on order priority, customer commitments, and inventory availability.
- Coordinate with warehouse and logistics teams to ensure timely and accurate dispatch execution.
- Track dispatch status on a daily basis and follow up to ensure on-time deliveries.
- Resolve dispatch-related issues and escalations efficiently.
Inventory Management & Control
- Monitor inventory levels across all warehouses, depots, and market locations.
- Plan and execute internal inventory transfers between locations and customers as required.
- Ensure inventory accuracy through regular coordination and verification with market and warehouse teams.
- Maintain optimum inventory levels to avoid stock-outs, backorders, or excess inventory.
- Identify inventory risks and proactively highlight shortages or excess stock to stakeholders.
Coordination with Production Planning
- Share market demand, order pipeline, and inventory status with the production planning team.
- Coordinate with production planning to ensure adequate Finished Goods (FG) availability as per customer demand.
MIS & Reporting
- Maintain daily MIS related to orders, dispatches, inventory movements, and pending deliveries.
- Prepare and share periodic reports with management and relevant stakeholders.
Process Compliance & Issue Resolution
- Ensure adherence to company processes, SOPs, and dispatch timelines.
- Support continuous improvement initiatives related to order fulfillment, dispatch, and inventory control.
- Resolve order fulfillment, inventory, and dispatch-related issues in a timely and professional manner.
Qualifications & Experience
- Bachelor's degree in commerce, Business Administration, Supply Chain, Logistics, or a related field.
- 35 years of experience in order management, dispatch coordination, inventory control, or supply chain operations.
- Experience in manufacturing, distribution, or regulated industries (medical devices preferred).
Skills & Competencies
- Strong coordination and communication skills.
- Good understanding of order fulfillment, dispatch, and inventory processes.
- Ability to work cross-functionally with sales, warehouse, logistics, and production teams.
- Proficiency in ERP systems and MS Excel for MIS and reporting.
- Strong analytical and problem-solving skills.
- Ability to work under pressure and manage multiple priorities.
