Logistics Executive

Position

Logistics Executive Domestic Documentation & Customer Coordination

Department: Logistics

Locaion: Boisar

Reporting To: Logistics Manager / Operations Manager

Location: Axis Electrical Components Pvt. Ltd.

Role Purpose

The Logistics Executive – Domestic Documentation & Customer Coordination will be responsible for ensuring smooth execution of all domestic shipments through effective coordination between Sales, Customers, Stores, Dispatch, Transporters and Accounts wherever required.

The primary responsibility of the role is to ensure that every domestic shipment moves as per committed delivery plan with accurate documentation, timely customer communication, real-time shipment tracking and proactive resolution of dispatch-related issues.

The role will act as the coordination bridge between internal departments and customers to improve delivery performance, customer experience and shipment visibility.

Organization Interface

Internal Coordination

• Sales Team
• Stores & Warehouse
• Dispatch Team
• Production Planning
• Accounts
• Customer Service
• SCM Management

External Coordination

• Domestic Customers
• Transporters
• Freight Agencies
• Courier Partners
• Customer Receiving Teams

Key Responsibilities

1. Domestic Shipment Documentation

• Prepare and verify all domestic dispatch documents before vehicle departure.
• Ensure correctness of Invoice, Delivery Challan, Packing List, E-Way Bill and customer-specific documents wherever applicable.
• Verify customer PO references and dispatch instructions received from Sales.
• Maintain systematic filing of shipment documents in physical and digital format.
• Ensure documentation is completed before dispatch cut-off time.
• Maintain document accuracy with zero avoidable documentation errors.

2. Customer Coordination

• Communicate dispatch schedules with customers.
• Obtain delivery appointments wherever required.
• Coordinate unloading timings and receiving instructions.
• Share dispatch details including transporter name, LR number and expected delivery schedule.
• Respond to customer logistics-related queries professionally and within defined timelines.
• Maintain proper records of customer communication.

3. Sales Team Coordination

• Receive daily dispatch priorities from Sales/ stores.
• Validate customer delivery requirements before dispatch.
• Inform Sales regarding shipment readiness, dispatch completion and delivery delays.
• Highlight pending customer approvals affecting shipment movement.
• Ensure no shipment is delayed due to communication gaps between Sales and Logistics.

4. Dispatch & Stores Coordination

• Coordinate vehicle placement with dispatch team.
• Confirm material readiness before dispatch.
• Track loading completion and vehicle departure.
• Verify number of packages against dispatch documents.
• Ensure LR generation immediately after vehicle dispatch.
• Update shipment tracker in real time.

5. Shipment Tracking & Follow-Up

• Track all domestic shipments until delivery confirmation.
• Follow up with transporters for in-transit shipments.
• Monitor delayed deliveries and proactively escalate critical cases.
• Obtain Proof of Delivery from transporter/customer.
• Maintain POD pending ageing report.
• Update delivery status daily.

6. Exception Management

• Identify shipment delays before they become customer escalations.
• Coordinate with Sales and Transporter for urgent deliveries.
• Handle shortages, damaged shipment information and documentation discrepancies.
• Escalate unresolved critical issues to Logistics Manager immediately.
• Maintain exception log with corrective action status.

Authority & Responsibility

Responsible For

• Accuracy of domestic shipment documentation.
• Timely customer dispatch communication.
• Daily shipment status updates.
• POD follow-up and documentation closure.
• Maintaining logistics MIS and trackers.
• Escalation of delayed or blocked shipments.

Expected Conduct & Key Competencies

• Take full ownership of shipment completion.
• Follow up consistently and on time.
• Communicate with customers professionally.
• Coordinate effectively across departments.
• Ensure documentation is accurate.
• Handle Excel reports and MIS efficiently.
• Identify operational gaps with an analytical approach.
• Escalate issues proactively before they grow.
• Maintain complete transparency in shipment status reporting.

Primary Objective of the Role

Ensure every domestic shipment moves as planned through accurate documentation, proactive coordination with Sales and Customers, real-time shipment tracking, timely POD closure and disciplined logistics MIS reporting.

The success of this role will be measured not merely by documentation completion, but by the employee's ability to ensure that no domestic shipment gets delayed due to communication, coordination or documentation gaps.