Vendor Dispatch Coordinator

Vendor Dispatch Coordinator

Sungrow North America is a leading provider of renewable energy solutions, specializing in the development and manufacturing of photovoltaic inverters and energy storage systems. The company offers a comprehensive range of products and services designed to optimize the performance and efficiency of solar power installations. Sungrow North America aims to provide sustainable and reliable energy solutions to meet the growing demand for clean power and is known for its commitment to innovation, high-quality standards, and exceptional customer service.

The Vendor Dispatch Coordinator is responsible for managing the end-to-end coordination of vendor service requests, from initial review through completion. This role evaluates dispatch requirements, confirms the scope of work, identifies qualified vendors and technicians, coordinates scheduling, and ensures services are completed safely, accurately, and within established timelines.

On a day-to-day basis, the Vendor Dispatch Coordinator reviews and prioritizes incoming requests, works with Field Service and Engineering to clarify technical requirements, prepares and sends vendor RFQs, evaluates quotes, confirms technician qualifications and availability, issues Purchase Orders, and submits spare parts request, tracks spare parts and dispatch progress. The coordinator also maintains accurate records in Airtable, GSP, C4, Cargowise and other service management systems, follows up on open assignments, reviews quotes for accuracy, resolves vendor or scheduling issues, and communicates status updates to internal teams and customers. This position requires strong organization, attention to detail, technical problem-solving, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities:

• Assess incoming dispatch requests to verify technical feasibility, completeness and detailed scope of work before dispatching vendors.
• Coordinate the dispatch of vendors for onsite service, ensuring alignment with technical requirements.
• Optimize vendor schedules to improve efficiency, reduce costs, and meet service deadlines.
• Coordinate all site visits between clients, vendors, and Field Service to ensure proper scheduling and alignment.

• Validate that vendor dispatch assignments adhere to engineering standards and safety protocols.
• Maintain accurate records in GSP, CRM, and service management systems.
• Assist in managing and updating Airtable database and GSP, including reports and photos.

• Track spare parts orders, ensuring timely availability for vendor dispatch.
• Collaborate with vendors and engineers on spare parts needs, troubleshooting, and returns.
• Issue Purchase Orders (POs) and Scope of Work Details for vendor services.

• Serve as a liaison between vendors, Field Service, and Engineering teams to ensure smooth operations.
• Provide vendors with clear work instructions and follow up on service completion.
• Verify vendor invoices match services provided and resolve discrepancies.
• Maintain strong working relationships with vendors and internal teams to support operational efficiency and service quality.

• Anticipate and resolve vendor-related challenges with minimal supervision.
• Collaborate with cross-functional teams to improve workflows and efficiency.
• Adhere to security protocols, training requirements, and company policies.
• Perform other duties as assigned to support company goals.

Education, Licenses, and Certifications:

• Bachelors or technical degree, or equivalent experience
• 5+ years in a technical-oriented customer service role or 3+ years in a technical field
• Preferred experience in the solar industry

Skills and Abilities:

• Ability to take ownership, make decisions, and drive results in a fast-paced environment.
• Technical problem-solving and analytical skills
• Self-starter with strong initiative and excellent communication abilities
• Must possess customer service, problem-solving skills, and possess decision making
• Organizational skills with a detail-oriented approach and strong initiative
• Strong technical support focus with a service-oriented attitude towards both the Sales team and customers
• Ability to collaborate effectively in a team environment
• Strong organizational and time-management skills
• Background in vendor coordination, dispatch, or field service operations (renewable energy preferred)
• Familiarity with SAP, CRM, service management software, and Microsoft Office Suite (Airtable experience is a plus)
• Excellent verbal and written communication skills with the ability to work cross-functionally and in a team environment
• Accurately process spare parts orders, including detailed entry of part numbers, descriptions, quantities, and delivery locations.
• Strong service-oriented mindset toward both internal teams and customers, with the ability to work well under pressure and demonstrate accountability.

Travel:

• 5-20%

Work Location and Status:

• Hybrid role out of the Houston, TX office
• 6 month contract role
• No visa/legal sponsorship

Compensation:

• Compensation commensurate with experience
• Competitive benefits package and employee programs
• Strong personal and company growth opportunities

For candidates in the states of California, Colorado, New York and Washington, the anticipated annual base salary for this role is between $46,500 - $76,000. This range does not include any other compensation components or other benefits that an individual may be eligible for. The base salary offered is dependent upon several factors, including but not limited to job-related skills, qualifications, experience, education, location, or other factors related to the role.

Sungrow is an equal opportunity employer. Due to strong interests in this position, Sungrow will only reach out to those candidates who best meet the requirements. Thank you for your interest in Sungrow.