Shipping Dispatch Coordinator

Benefits

• 401(k)
• Company parties
• Paid time off

Shipping & Dispatch CoordinatorPosition Summary

The Shipping & Dispatch Coordinator is responsible for planning, scheduling, and coordinating deliveries to ensure orders are completed accurately, efficiently, and on time. This role works closely with customers, drivers, warehouse personnel, and the accounting team to verify orders, coordinate delivery schedules, and assist with billing and invoice reconciliation.

Key Responsibilities

• 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.

Qualifications

• 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.

Preferred Skills

• 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.

Physical Requirements

• 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.

Success in This Role

A successful Shipping & Dispatch Coordinator ensures deliveries are scheduled efficiently, customers are informed, orders are accurate, invoices are properly reconciled, and communication between customers, drivers, warehouse staff, and accounting is seamless. This role contributes directly to customer satisfaction, operational efficiency, and accurate financial processing.