Spot Dispatch and Optimization Coordinator - Hybrid Work Environment

The Spot Dispatch & Optimization Coordinator (DOC) is a member of the Delivered Spot Customer team and is responsible for providing best in class customer service, engaging with the customer for initial fuel delivery requests, order entry into the ERP system(s), problem solving, vendor relationships and ensuring that orders are confirmed with carriers and delivered timely and accurately. In addition to logistical responsibilities, the CSS position is critical in ensuring that all orders are optimized utilizing least cost routing, carrier coordination, and/or defined business strategies in order to provide documented savings for the Delivered Spot book of business.

Teamwork

• Regularly collaborate with team members to support assigned customers
• Coordinate with various departments to ensure high level operational issues are resolved completely and in a timely manner on behalf of the customer
• Provide back up support across all functions within customer team to ensure continuity
• Work with Sales Representatives and Customer Relationship Mangers to ensure maximum profitability of current and future orders.
• Provide carrier partners with alternative sourcing options.
• Identify and communicate logistics challenges with team.

Initial Delivery Requests and Order Entry

• Receive customer calls/emails using a pleasant and helpful strategy
• Identify customer needs
  • Enter orders into the ERP system timely and accurately
  • Ensure all other needs are identified and met by engaging with the customer
  • Hybrid work environment (3 days in the office, 2 days remote)
  • Sitting for extended periods of time
  • Weekend work may be required at times and coordinated in advance with your supervisor
  • Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components
• Identify customer problems and resolve timely either directly or through other departments for resolution; maintain communication with the customer throughout the process
• In addition to inbound phone calls and email, other methods of communication and requests for delivery need to be managed and executed upon by the CSS (e.g. third party portal, customer website, carrier managed) to ensure timely and accurate delivery of service on behalf of the customer

Order and Delivery Confirmation

• Ensure all loads entered are successfully dispatched and confirm receipt and acceptance of every load by the carrier
• In the event a carrier declines an order or is unable to meet the delivery requirements, obtain secondary option to ensure delivery meets the customer’s expectation; escalate to other departments as needed for support and communicate status of efforts throughout to ensure all parties are aware of efforts and plans
• Load confirmations are completed daily, no exceptions

Logistics Coordination

• Schedule, Coordinate, and manage FTL/LTL freight from supplier to customer locations
• Build strong relationships with carriers to create a more profitable freight movement
• Develop a strong understanding of logistic interactions and processes
• Ability and willingness to make decisions efficiently and independently within established guidelines, such as but not limited to determining the best sources and time windows for deliveries
• Work with outside carriers to ensure that time windows are met

Optimization

• Must understand how customers are priced for proper assessment.
• Actively monitor vendor and product cost to determine least cost route for every load entered.
• Work with supply team to verify allocation of contracts and identify lower cost product and day deals.
• Make updated supply decisions based on the status of the fuel market.
• Meet optimization goals (savings) set by management.

Position Requirements

Formal Education & Certification

• High School Diploma required
• Bachelor’s degree preferred

Knowledge & Experience

• Customer Service
• Dispatching
• Team environment
• Moderate to advanced knowledge of Microsoft Outlook
• Basic Excel and Outlook proficiency required

Qualifications & Characteristics

• Must be able to multi-task and make financial impactful decisions in a fast-paced environment
• Demonstrated ability to work in a fast paced, constantly changing environment
• Ability to handle multiple tasks and move between activities that require immediate response
• Ability to communicate effectively to all stakeholders

Work Environment

• Hybrid work environment (3 days in the office, 2 days remote)
• Sitting for extended periods of time
• Weekend work may be required at times and coordinated in advance with your supervisor
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.