The dispatch department is responsible for ensuring goods are packed, documented, and shipped accurately and on time, coordinating with drivers, warehouse staff, and customers to maintain smooth logistics operations. Core duties include preparing shipping documentation, scheduling deliveries, managing inventory records, and monitoring the flow of goods.
1. Shipment Preparation
• Pick, pack, and label goods according to customer orders.
• Ensure correct quantities and product types are dispatched.
• Verify packaging standards to prevent damage during transit.
2. Documentation & Compliance
• Prepare delivery notes, invoices, and shipping documents (including export paperwork where required).
• Maintain compliance with customs, export regulations, and company policies.
• Record all dispatched items in the system for traceability.
3. Scheduling & Coordination
• Plan delivery schedules to meet customer deadlines.
• Liaise with drivers, couriers, and freight companies to ensure timely dispatch.
• Communicate with warehouse and production teams to align stock availability with delivery needs.
4. Inventory & Record Management
• Update inventory records after dispatch.
• Track stock levels to avoid shortages or overstocking.
• Maintain accurate logs of dispatched goods for auditing and reporting.
5. Customer Service
• Provide delivery updates to customers.
• Handle queries or complaints regarding shipments.
• Ensure customer satisfaction by meeting agreed timelines.
6. Operational Efficiency
• Monitor dispatch processes to identify bottlenecks or errors.
• Suggest improvements in workflow, packaging, or scheduling.
• Use technology (ERP, WMS, or dispatch software) to streamline operations.