Ex/Sr Ex Outbound _ Logistics

JOB PURPOSE:

The Ex / Sr. Ex Outbound - Logistics is responsible for end-to-end management of the plant's dispatch function, including inbound receipt of material from Production and the RM Warehouse, put-away and rack management, sales order fulfillment, finished goods and scrap inventory management, safe and compliant loading of outbound vehicles across multiple loading bays, invoicing and statutory documentation, and tracking of shipments through to final delivery. The role ensures accurate, timely, and compliant dispatch operations while maintaining a safe working environment.

KEY RESPONSIBILITIES

1. Receiving & Put-Away

• Receive finished goods inventory from the Production department, verifying quantity, quality, and documentation against production output records.
• Receive raw material (RM) consignments from the RM Warehouse / inbound vehicles, cross-checking against purchase orders, delivery challans, and weighment slips.
• Inspect incoming material for damage, shortages, or discrepancies and report deviations to the Logistics Manager immediately.
• Plan and execute put-away of received material into designated racks/bins as per storage layout, SKU classification, and FIFO/FEFO norms.
• Maintain rack location mapping and update the Warehouse Management System (WMS)/ERP with accurate bin locations for easy traceability.

2. Sales Order Fulfillment & Picking

• Receive and review sales orders released by the Sales team and plan order fulfillment based on stock availability, priority, and dispatch schedule.
• Coordinate picking of material from racks as per pick-lists, ensuring correct SKU, batch/lot, and quantity is selected.
• Verify picked material against the sales order before staging for dispatch to minimize errors and returns.
• Coordinate with the Sales team on order status, stock shortages, part-shipments, and expected fulfillment timelines.

3. Finished Goods Inventory Management

• Maintain real-time and accurate inventory records for all finished goods across racks and storage locations.
• Conduct periodic cycle counts and physical stock verification; reconcile discrepancies with system records.
• Monitor stock ageing, minimum/maximum levels, and slow-moving inventory, and flag issues to the Logistics Manager.
• Ensure proper labelling, batch/lot identification, and segregation of finished goods by category/grade.

4. General Scrap Management

• Manage receipt, segregation, and safe storage of general scrap generated from plant operations in designated scrap yards/bays.
• Maintain lot-wise records of scrap (category, weight/quantity, grade) and update inventory in the system.
• Share timely and accurate information on available scrap lots with the Sales team to support sale/auction planning.
• Coordinate dispatch and loading of sold scrap lots, ensuring correct lot identification, weighment, and documentation.
• Ensure scrap storage areas are maintained in an orderly, hazard-free, and environmentally compliant manner.

5. Transfer to Dispatch Area & Vehicle Planning

• Coordinate timely transfer of picked/staged material from racks/storage to the dispatch marshalling area.
• Plan vehicle scheduling in coordination with transporters to avoid bay congestion and detention charges.
• Allocate vehicles to appropriate loading bays based on order type, vehicle size, and dispatch priority.
• Manage and supervise operations across multiple loading bays simultaneously, ensuring smooth turnaround of vehicles.

6. Loading & Vehicle Dispatch

• Supervise safe and systematic loading of material/scrap onto vehicles as per load plan and vehicle capacity.
• Ensure correct material, quantity, and documentation accompany each vehicle prior to gate release.
• Ensure proper securing/lashing of load and compliance with vehicle safety norms before dispatch.
• Record weighment (gross/tare/net) at the weighbridge and ensure entries match invoice/challan quantities.

7. Invoicing, Compliance & Documentation

• Generate sales invoices, delivery challans, e-way bills, and other statutory documents accurately and in a timely manner.
• Ensure all dispatches comply with applicable regulatory requirements for e-waste handling, transportation, and hazardous/general scrap movement (e.g., E-Waste (Management) Rules, Pollution Control Board authorizations, transport permits).
• Maintain proper filing and record-keeping of dispatch documents, weighment slips, gate passes, and vehicle records for audit and compliance purposes.
• Coordinate with the Accounts/Commercial team for invoice accuracy, payment terms, and documentation queries.

8. Tracking & Delivery

• Track dispatched vehicles/consignments until confirmed delivery at the customer/buyer location.
• Proactively follow up with transporters on delays, breakdowns, or route issues and keep stakeholders informed.
• Obtain and file proof of delivery (POD) and resolve any delivery-related discrepancies or claims.

9. Safety in Operations

• Ensure strict adherence to safety protocols during receiving, put-away, picking, loading, and material handling activities.
• Ensure proper use of PPE by all personnel and contract labour engaged in dispatch and loading operations.
• Conduct/participate in safety checks of material handling equipment (forklifts, hand pallet trucks, cranes, etc.) prior to use.
• Report unsafe conditions, near-misses, and incidents promptly; support root-cause analysis and corrective actions.
• Promote good housekeeping (5S) across racking areas, dispatch bays, and scrap storage yards.

10. Multi-Bay & Team Coordination

• Coordinate manpower and equipment deployment across multiple loading bays to ensure optimal utilization and no dispatch delays.
• Liaise with Production, RM Warehouse, Sales, Accounts, Security, and Transport teams for seamless dispatch operations.
• Provide regular dispatch status reports, stock reports, and scrap lot updates to the Logistics Manager - Plant.

KEY SKILLS & COMPETENCIES

• Strong knowledge of warehouse operations, inventory management, and dispatch processes.
• Working knowledge of WMS/ERP systems (e.g., SAP) for stock, order, and invoicing transactions.
• Strong understanding and statutory dispatch documentation (invoice, e-way bill, challan).
• Good coordination and communication skills to manage multiple stakeholders and loading bays simultaneously.
• Strong attention to detail and accuracy in stock reconciliation and documentation.
• Commitment to workplace safety and adherence to SOPs.
• Ability to work under pressure and manage multiple dispatch priorities in a fast-paced plant environment.

QUALIFICATIONS & EXPERIENCE

• Graduate in any discipline; a diploma/degree in Supply Chain, Logistics, or Operations Management preferred.
• Min 4 years of experience of warehousing and dispatch operations in manufacturing environment.
• Proficient in MS Excel and ERP/WMS systems.

KEY PERFORMANCE INDICATORS (KPIs)

• On-time dispatch and order fulfillment rate.
• Inventory accuracy (finished goods and scrap) vs. system records.
• Vehicle turnaround time across loading bays.
• Compliance adherence - zero documentation errors/statutory non-compliance.
• Safety incidents/near-misses in dispatch area - target zero.
• Timeliness of scrap lot information shared with Sales team and effective management of scrap inventory.
• Delivery Tracking

Note:This job description is intended to outline the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required, and may be amended by management as business needs evolve.