What are the responsibilities and job description for the Dispatch Administrative Coordinator position at Roche Bobois?
Roche Bobois, a global leader in high-end European designer furniture, is hiring a Dispatch Administrative Assistant to support its logistics operations. Reporting to the Customer Service Manager, this role ensures smooth delivery coordination, documentation accuracy, and efficient dispatch support.
Key Responsibilities:
- Delivery and Documentation Management
- Create and manage Delivery Vouchers (DVs) for all outgoing orders, ensuring the appropriate team is allocated to each order.
- Ensure accurate item placement in designated locations (Showrooms floor or Warehouse inventory).
- Track all outgoing orders and verify their status (delivered prematurely, stand by,…).
- Weekly monitoring and follow-up reports to local, Out-of-State (OOS) delivery teams and showrooms regarding pending orders and customer pickups.
- Collect and validate Proofs of Delivery (PODs) from the various delivery teams, ensure standard documents are received and in accordance with Group policies, save verified documents to the designated server and follow up on PODs that are missing or inaccurate.
- Portfolio Coordination
- Daily extractions of orders to be delivered to the Tristate and Out of State dispatchers.
- Update and standardize comments in internal Roche Bobois programs to ensure accuracy in the Portfolio.
- Generate and manage lists for:
o SAV (After-Sales Service)
o Orders to Cancel
o Unresponsive Clients
o Follow ups
o Showroom Actions / Pickups
o Stock Actions
- Review client portfolios for comment accuracy and completeness.
- Insert confirmed orders into the appropriate client lists in the schedules (Tri-State and Out Of State).
- Database Management
- Maintain and update databases for:
o Partial calculation tool
o Storage fees calculation tool
o Delivery follow-up tracking
o Unbalanced Customers
- Administrative Support
- Provide operational backup for the Dispatch team: Includes client communication, processing order payments and organization of transfers to delivery teams.
- Assist in special projects and tasks assigned by the Customer Service Manager.
- Provide general administrative support to the Dispatch Team as needed.
Key Qualifications:
- High school diploma or equivalent; associate or bachelor’s degree in business administration, logistics, or related field preferred.
- High proficiency in Microsoft Office Suite (Excel and Outlook expertise needed) and operational platforms (ERPs)
- Highly organized with strong attention to detail.
- Prior experience in logistics, operations coordination, or administrative support.
- Strong knowledge of delivery processes and documentation (POD, DVs, dispatch workflows).
- Excellent written and verbal communication skills.
- Ability to multitask and meet deadlines in a fast-paced environment.
- Comfortable with cross-functional team coordination.
Preferred Skills:
- Experience with logistics and Enterprise Resource Planning (ERP) systems (e.g., Sales Force, Zendesk,…).
- Familiarity with customer service workflows and after-sales processes.
- Data analysis or reporting experience is required.
Job Type: Full-time
Pay: $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Tuition reimbursement
- Vision insurance
Ability to Commute:
- Secaucus, NJ 07094 (Required)
Ability to Relocate:
- Secaucus, NJ 07094: Relocate before starting work (Required)
Work Location: In person
Salary : $24