Shipping & Dispatch Coordinator

• Schedule and dispatch daily deliveries based on customer needs, driver availability, and delivery routes.
• Coordinate delivery schedules and communicate updates to drivers, warehouse staff, and customers.
• Contact customers to confirm delivery dates, times, and any special delivery requirements.
• Prepare delivery schedules and maintain accurate dispatch records.
• Verify customer orders for accuracy before shipment, ensuring quantities, products, and delivery information are correct.
• Review completed deliveries and resolve discrepancies or customer concerns.
• Generate delivery pricing and freight charges in accordance with company pricing guidelines.
• Assist with preparing, reviewing, and closing customer invoices and delivery paperwork.
• Work with accounting and office personnel to reconcile delivery documentation and ensure accurate billing.
• Double-check purchase orders, invoices, bills of lading, and shipping documents for completeness and accuracy.
• Maintain communication with warehouse personnel to ensure orders are picked, staged, and loaded correctly.
• Track delivery status and proactively communicate delays or schedule changes.
• Maintain organized records of dispatch logs, customer communications, invoices, and shipping documentation.
• Provide exceptional customer service by responding promptly to delivery inquiries and resolving scheduling issues.
• Perform other administrative and logistics-related duties as assigned.

• High school diploma or equivalent; associate degree preferred.
• Previous experience in dispatching, logistics, shipping coordination, customer service, or transportation operations.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency with Microsoft Office, particularly Excel and GMail.
• Experience using dispatch, ERP, or order management software is preferred.
• Strong attention to detail with the ability to identify and resolve discrepancies.
• Ability to work collaboratively with operations, warehouse, accounting, and customer service teams.

• Knowledge of shipping and transportation procedures.
• Bilingual preferred.
• Experience with freight pricing and delivery scheduling.
• Billing and invoice reconciliation experience.
• Customer service and conflict resolution skills.
• Problem-solving and decision-making abilities.
• Ability to maintain confidentiality and accuracy with financial and customer information.

• Primarily office-based work with occasional visits to warehouse or shipping areas.
• Ability to sit for extended periods and use a computer throughout the workday.
• Ability to occasionally lift up to 20 pounds if needed.