What are the responsibilities and job description for the DISPATCH COORDINATOR position at Minute Men Staffing?
POSITION OVERVIEW
JOB TITLE: Dispatch Coordinator
REPORTS TO: Dispatch Manager
JOB SUMMARY: The Dispatch Coordinator is responsible for coordinating efficient distribution of company products. They will assist with coordinating and facilitating all outgoing deliveries. They will coordinate with project managers and clients to ensure excellent customer service and completion of all jobs by providing timely deliveries of products. The Dispatch Coordinator is also responsible for generating and maintaining accurate records of invoices, work orders, etc.
Key performance objectives are:
• Schedule deliveries to keep up with customers’ needs
• Deliver exceptional customer service
• Maximize efficiency of deliveries
• Prepare invoices, work orders and other documents accurately and timely to minimize confusion and customer issues
• Communicate and work well with other functions – specifically Drivers, Project Managers and Production
ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Other duties may be assigned.
• Execute day-to-day dispatch operations including order taking, scheduling, customer relations and staging loads.
• Answer phones and intake orders from customers.
• Input work orders and invoices into Titan as needed.
• Handle escalated customer calls, including dealing with customer problems and ensuring quick and satisfactory resolutions.
• Keep up to date on ongoing projects to ensure deliveries meet appropriate deadlines. Work with Project Managers to keep updated on ongoing projects.
• Schedule multiple deliveries daily – utilizing both contract and company delivery trucks to ensure efficient and accurate delivery of products.
• Maintain an accurate knowledge of products on site to help ensure delivery trucks are loaded accurately and efficiently.
• Make corrections and substitutions to deliveries as needed.
• Help stage loads; load/offload trucks and operate forklift as needed. Be willing to work outside during all weather.
• Maintain documentation on truck/fleet maintenance.
• Create drivers’ schedule.
• Help drive our customer service focus.
• Other tasks as instructed by management. These tasks may be unrelated to the Dispatch Coordinator’s responsibilities listed here, but the Dispatch Coordinator must remember that we are a small business where employees must wear multiple hats. Our ultimate success is the responsibility of all employees, and we must be open to tasks to help accomplish this.
EXPECTED QUALIFICATIONS: To perform this job successfully, an individual must have or be working towards the following qualifications:
• Previous dispatch experience.
• Previous experience working in construction industry, preferred.
• Fork lift experience or ability to learn to operate forklift.
• Previous experience with process improvement preferred.
• Ability to deal with problems calmly. Stay calm under stress.
• Ability to deal with disgruntled customers while continuing to deliver exception customer service.
• Ability to learn and fully engage in our Titan ERP system
• Attention to detail and focus.
• Good oral and written communication skills.
Minutemen Staffing provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
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