Order & Dispatch Coordinator

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.
• 3–5 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.