Dispatch Executive (Export House)

Job Title : Dispatch & Inventory Executive – Garments Export

Location : B-60, Sector 65, Noida (Onsite)

Exp : 3+ Years (Garment Export Industry Only)

Salary : Up to ₹40,000 per month

Job Summary :

We are seeking a detail-oriented

Dispatch Executive

to manage the end-to-end dispatch operations for domestic and international garment shipments. The role involves order processing, documentation, courier coordination, inventory handling of finished goods, and ensuring timely and error-free dispatch as per buyer requirements.

Key Responsibilities :

1. Order Form & Label Preparation

Retrieve and organize order forms from the Samshék Portal (international) or Shopify (domestic).

Prepare size stickers, polybag / carton labels, and ensure complete labeling accuracy.

Coordinate with QC for the use of pre-prepared stickers and labels during finishing / packing.

2. Courier Slot Booking

Book DHL pickups for international shipments before 4 PM.

Book Shiprocket pickups for domestic shipments before 10 AM.

Coordinate with Accounts for any recharge / payment issues.

3. Receipt from Production

Verify quantities against the Order Summary and Production Sheet.

Check finishing standards (trimming, ironing, folding).

Identify defective items for rework.

Create and update the Final Packaging Order Sheet in Google Sheets.

Upload daily dispatch reports to the Slack group.

4. Segregation & Packing

Segregate garments order-wise or buyer-wise.

Fold, polybag, and pack garments using correct packaging materials.

Ensure cartons are securely sealed and labeled correctly (Buyer Name, Order Number, Carton Count).

5. Packaging Details & Documentation

Share packaging details with Accounts for invoice and e-way bill generation.

Coordinate with Accounts for accurate export / tax document preparation.

6. Printing & Verification

Print invoices, e-way bills, and shipping documents.

Cross-check all documents with physical goods to ensure 100% accuracy before dispatch.

7. Final Documentation & Courier Handover

Attach invoices, e-way bills, and summary sheets with each carton.

Prepare a complete courier set (Invoice, Packaging List, E-Way Bill, Order Summary).

Hand over cartons to courier partners.

Record AWB / Tracking numbers.

8. Filing & Record Keeping

Maintain complete files per order including :

Packaging List

E-Way Bill

Invoice

Form-I (FEMA compliance)

AWB / Courier Shipping Bill

Keep records organized chronologically.

9. Tracking & Buyer Updates

Send dispatch confirmation emails to buyers with AWB numbers and relevant documents.

Track parcels daily on DHL / Shiprocket until delivery.

Update shipment status in Shopify and MML (My Manufacturing Lab).

Report delays or issues immediately to management.

10. DHL Costing Sheet Maintenance

Update daily DHL Costing Sheet with AWB, charges, and shipment details.

Share weekly / monthly reports with Accounts for reconciliation.

Required Skills & Competencies

Strong understanding of dispatch operations in a garment export house.

Knowledge of DHL, Shiprocket, e-way bill, and export documentation.

Proficiency in MS Excel, Google Sheets, and basic inventory tools.

High attention to detail and accuracy.

Strong coordination and communication skills.

Ability to manage time-sensitive tasks and work under pressure.

Preferred Qualifications

Graduate / Diploma in Supply Chain, Textile Technology, Garment Manufacturing, or related field.

Hands-on experience in garment dispatch, shipping documentation, or logistics.

Interested candidates can share their resume at hr@samshek.com