The Dispatch Coordinator will oversee cross-border and domestic transportation operations, ensuring timely delivery of goods to and from POE/POL and factories/warehouses to delivery sites. The role involves managing truck allocations, documentation, payment processes, and maintaining relationships with transporters.  

Duties & Responsibilities:

Area Specific Tasks

Transport/Shipment Coordination    

•  Plan, coordinate dispatch schedules, and allocates trucks based on delivery schedules, cargo volume, and routes. Ensure timely delivery of goods

• Negotiate rates and finalize agreements with approved transporters.

•  Optimize route planning to reduce costs, travel time, fuel consumption and delays.

• Adjust routes in response to traffic, weather, or other unforeseen circumstances.

• Provide drivers with updated routes and instructions when necessary.

• Monitor the movement of goods and vehicles to ensure they are on schedule.

• Communicate with drivers regarding delivery schedules, destinations, and special instructions.

• Truck driver performance and provide feedback to ensure high standards of services.

• Assist with driver scheduling and shift management to optimize coverage.

Documentation Management    

• Prepare and file transport-related documents (e.g., waybills/Truckway bills/Railway bills, delivery Notes, contracts).

• Track delivery times, shipment status, and any issues encountered during transport

• Generate reports on dispatches efficiency and delivery performance for the land transport manager.

• Ensure all documents comply with customs regulations and trade laws.

• Maintain digital/physical records of transporter licenses, insurance, and compliance certificates.

Communication with stakeholders   

•  Communicate with warehouse staff to ensure shipments are ready for dispatch.

• Liaise with customers to provide updates on delivery schedules and address any concerns

• Act as a point of contact for drivers, customers, and internal departments regarding dispatch matters.

Payment Processing   

• Verify transporter invoices against agreed rates and delivery confirmations.

•  Coordinate with Finance to ensure timely payments and resolve disputes.

Compliance & safety  

• Ensure that all dispatch operations comply with safety regulations and company policies

• Verify that drivers safety protocols, including vehicle inspections and use of safety equipment

• Ensure adherence to domestic and cross-border transport regulations and take correction action as needed

• Continues improvement: identify opportunities to improve dispatch processes and reduce delivery times. 

• Implement best practices for dispatch operations and recommended process improvements

• Stay updated on industry trends and new technologies that can enhance dispatch coordination.

Process Ownership 

• Truck Allocation & Scheduling (End-to-end responsibility).  

• Transporter Agreement Management (Drafting, renewals, compliance).  

• Documentation Accuracy (Audit-ready records).  

• SOP Design & Compliance Design SOPs for:  

• Truck Booking Process (Criteria for transporter selection, escalation for delays).

• Documentation Checklist (Mandatory paperwork for domestic vs. cross-border shipments).

• Container Interchange (Return) Reconciliation (Empty Container return reconciliation with Customs Authority for imported shipments) 

• , Payment Reconciliation (Invoice approval workflow with Finance).  

Job Requirements

• Education: BA/MA Degree in Supply Chain Management, Logistics, Business administration or related field. 

• Experience: 5+ years in logistics, dispatch operations, transport coordination, 2 years of relevant experience in a supervisory or coordination roles, preferably i both cross-border and local delivery operations

Skills: 

• Strong organizational and time-management skills.

• Excellent communication and coordination abilities

• Proficiency in logistics, Transport Management and dispatch software Systems (TMS) and MS Office.

• Problem-solving skill and the ability to handle unexpected issues.

• Strong negotiation and problem-solving skills.

• Knowledge of domestic/cross-border transport regulations. 

How to Apply

We invite enthusiastic and qualified individuals to apply for our open positions. To be considered, please submit your CV as a single PDF file to hr@ovid-tradinghouse.com. Ensure you mention the position you are applying for in the subject line of your email.

We value every application and appreciate your interest in joining our team. Due to the high volume of applications we receive, only candidates who meet our criteria will be contacted for further steps.

We look forward to reviewing your application and thank you for considering a career with OVID Trading House!