Dispatch Coordinator

Dispatch Coordinator (Bilingual: Chinese & English)

We are seeking a highly organized, proactive, and bilingual (Chinese & English) Dispatch Coordinator to manage daily first-mile pickup scheduling and truck driver assignments for our local warehouse operations. This role oversees pickup coordination, driver dispatching, and real-time communication with warehouses, carriers, and internal teams. The ideal candidate thrives in fast-paced environments, manages multiple priorities with accuracy, and communicates clearly across operational teams.

Key Responsibilities & Operational Control

1. Pickup Planning & Route Assignment

• Pickup Scheduling: Review daily pickup requests from warehouse teams, vendors, and system-generated orders; convert them into clear driver assignments.
• Route Consolidation: Combine same-area or same-facility pickups to reduce empty miles and improve driver efficiency.
• System Execution: Use scheduling tools, spreadsheets, and Dispatch Management Systems (DMS) to assign drivers and update real-time statuses.
• Real-Time Adjustments: Modify schedules and truck allocations urgently based on volume changes, delays, or driver availability.

2. Dispatching Drivers & Communication

• Primary Driver Contact: Serve as the main communication point for all first-mile drivers, providing instructions, ETAs, and problem resolution.
• Performance Tracking: Monitor driver activity through tracking tools and maintain full visibility of active pickups.
• Status Updates: Ensure that all pickup statuses—completed, failed, pending, or exceptions—are accurately recorded.
• Support & Troubleshooting: Address capacity issues, access challenges, delays, or miscommunication immediately.

3. Cross-Functional Coordination

• Warehouse Coordination: Confirm pickup readiness, pallet counts, and equipment needs with warehouse teams.
• Carrier & Line-Haul Sync: Coordinate with line-haul teams to ensure freight transfers occur without delay.
• Exception Management: Partner with QA/QC or Operations to resolve discrepancies such as missing pallets or incorrect manifests.
• Documentation Accuracy: Ensure all paperwork (BOLs, manifests, confirmations) is completed, accurate, and properly uploaded.

4. Operational Floor Presence

• Maintain visibility on the warehouse dispatch floor as needed, verify outgoing freight, and ensure drivers receive accurate instructions.
• Ability to stand or walk for extended periods during on-site operational monitoring.

Essential Requirements

• Bilingual Required: Fluent in spoken and written Chinese and English (must communicate effectively with drivers and warehouse partners).
• Computer Skills: Strong proficiency with spreadsheets, dispatch systems, GPS/driver tracking tools, and ability to learn new software.
• Logistics Knowledge: Understanding of warehouse operations, BOLs, manifests, palletization, and first-mile/line-haul processes.
• Strong Communication: Clear, concise, and confident communication with drivers and warehouse teams under fast-changing circumstances.
• Decision-Making: Ability to make quick, sound decisions during scheduling conflicts or unexpected operational issues.
• Organizational Discipline: High attention to detail and ability to manage multiple drivers, pickups, and changes simultaneously.
• Physical Stamina: Comfortable transitioning between warehouse floor and office environments.

Preferred Qualifications

• Experience with first-mile, line-haul, LTL/FTL dispatching, or carrier coordination
• Familiarity with dispatch or routing platforms (TMS, DMS, routing software)
• Prior experience working with or coordinating independent truck drivers
• Basic understanding of freight types, equipment requirements, and dock operations