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