Office Administrator- Dispatch Officer

Job Description: Office Administrator / Dispatch Officer

Position Summary

The Office Administrator / Dispatch Officer is responsible for ensuring smooth day-to-day administrative operations, accurate documentation, efficient dispatch coordination, and effective communication with internal teams, principals, suppliers, and customers. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities1. Documentation & ERP Management

• Create Sales Bills, Purchase Bills, Delivery Challans, and Invoices in the ERP system.
• Prepare and process Sales Orders (SO), Purchase Orders (PO) and ensure accuracy of item codes, rates, and quantities.
• Maintain and update customer and vendor information in the ERP system.
• Ensure all documents are filed, stored, and retrieved in an organized manner.

2. Dispatch & Logistics Coordination

• Coordinate daily dispatch schedules with warehouse staff and ensure timely order fulfilment.
• Verify packing lists, dispatch quantities, and ensure documentation completeness before shipment.
• Arrange transportation, follow up with transporters, and track shipment status.
• Maintain dispatch logs and ensure customers receive timely updates.

3. Vendor & Principal Liaison

• Follow up with principals/suppliers regarding order confirmations, delivery timelines, and shipment updates.
• Communicate delays, shortages, or discrepancies proactively to management and sales team.
• Maintain strong relationships with principals to ensure smooth purchase and supply operations.

4. Inventory & Warehouse Coordination

• Coordinate with warehouse team on stock availability, incoming goods, and dispatch requirements.
• Assist in stock reconciliation, reporting shortages, and updating ERP inventory records.
• Monitor stock levels and raise purchase requests as required.

5. Customer Coordination

• Respond to customer queries related to order status, dispatch, invoices, and documentation.
• Share dispatch details, tracking numbers, and delivery schedules with customers.

6. Administrative Support

• Handle general office administration including phone calls, emails, documentation, and scheduling.
• Support the sales team by preparing quotations, product information documents, and follow-up schedules.

7. Reporting & Compliance

• Prepare daily/weekly/monthly reports including Dispatch Reports, Pending Order Reports, Purchase Status Reports.
• Ensure compliance with company procedures and assist in audits when required.
• Maintain confidentiality and uphold data accuracy.

Required Skills & Qualifications

• Bachelor’s degree in Commerce, Business Administration, Supply Chain, or related field.
• 2–5 years of experience in office administration, dispatch coordination, or logistics roles.
• Hands-on experience with ERP systems (Tally, or similar).
• Strong proficiency in MS Office (Excel, Word, Outlook).
• Excellent communication and coordination skills.
• Ability to multitask, prioritize, and work under pressure.
• Strong attention to detail and problem-solving attitude.

Preferred Attributes

• Experience in manufacturing, trading, or distribution industry.
• Knowledge of supply chain and logistics processes.
• Ability to handle transporters, warehouse teams, and external stakeholders efficiently.

Job Type: Full-time

Pay: ₹15,000.00 - ₹23,000.00 per month

Benefits:

• Commuter assistance
• Flexible schedule
• Health insurance
• Internet reimbursement
• Leave encashment
• Paid sick time
• Paid time off

Work Location: In person