| Detail | For this role |
|---|---|
| Department | Supply Chain |
| Level | Mid level |
| Reports to | Distribution Manager |
| Direct reports | None |
| Experience | 2 to 5 years in dispatch, distribution or logistics |
Distribution Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Distribution Executive
Department: Supply Chain
Reports to: Distribution Manager
Location: [City], [office, branch or site]
About the role
A Distribution Executive handles the day-to-day running of dispatch and delivery from a warehouse or depot. They process orders, plan dispatches, coordinate transporters, track deliveries, and handle the paperwork and issues that come up in getting goods to customers. The role works under a distribution manager. A good one dispatches orders accurately and on time, coordinates transporters so deliveries land on schedule, keeps documentation and records clean, resolves delivery issues quickly, and keeps customers and the sales team informed about their shipments.
Key responsibilities
- Process customer and depot orders and plan daily dispatches from the warehouse.
- Coordinate transporters and vehicles to load and deliver orders on schedule.
- Prepare dispatch documents such as invoices, e-way bills and delivery challans.
- Track shipments in transit and follow up on delayed or stuck deliveries.
- Coordinate with the warehouse team on picking, packing and loading.
- Handle delivery issues, shortages, damages and returns with customers.
- Keep dispatch and delivery records accurate and up to date.
- Update customers and the sales team on order and delivery status.
- Reconcile freight bills and delivery proofs with the records.
- Support cost control by planning efficient loads and routes.
Requirements
- Degree or diploma in logistics, commerce or a related field
- Knowledge of dispatch and delivery operations
- Familiarity with e-way bills and dispatch documents
- 2 to 5 years in dispatch, distribution or logistics
KRAs and KPIs for a Distribution Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Dispatch timeliness | Orders dispatched by their committed time on most days |
| Delivery performance | Deliveries reach customers on time and in full to target |
| Documentation accuracy | Dispatch documents accurate, with no shipments held for paperwork |
| Issue resolution | Delivery issues and returns resolved within the agreed time |
| Record accuracy | Dispatch and delivery records kept accurate and reconciled |
| Cost efficiency | Loads and routes planned to keep freight cost efficient |
Skills and tools
Tools used day to day: ERP such as SAP, Warehouse management system, E-way bill portal, MS Excel, Transporter tracking tools.
Reporting line and career path
Next roles: Distribution Manager, Logistics Manager
Interview questions for a Distribution Executive
- How do you plan a day's dispatches to get orders out on time?
- A transporter is delaying a delivery. How do you handle it?
- What documents do you prepare for a dispatch and why?
- How do you handle a customer complaint about a short or damaged delivery?
- How do you keep dispatch and delivery records accurate?
- How do you plan loads to keep freight cost down?
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What does a distribution executive do?
A distribution executive handles the day-to-day running of dispatch and delivery from a warehouse or depot. They process orders, plan dispatches, coordinate transporters, track deliveries, prepare dispatch documents, and handle issues in getting goods to customers. They keep dispatches accurate and on time and customers informed about their shipments.
What documents does a distribution executive handle?
A distribution executive prepares and manages dispatch documents such as invoices, e-way bills, delivery challans and lorry receipts, and reconciles freight bills and proofs of delivery. Correct documents matter because shipments can be held at check posts for missing or wrong paperwork, so accuracy keeps goods moving to customers without delay.
How do I start a career in logistics and distribution?
A degree or diploma in logistics or commerce and knowledge of dispatch operations and e-way bills are a good start. Roles like distribution or warehouse executive are common entry points. Learn dispatch, documentation and transporter coordination on the job, and grow into distribution and logistics manager roles with experience.