Dispatcher/Billing Coordinator

Position SummaryThe Dispatcher / Billing Coordinator is responsible for coordinating freight delivery operations while ensuring accurate and timely billing administration. This position directs and monitors the activities of owner operators and third-party carriers, tracks load and delivery status, communicates with customers and drivers, and maintains delivery documentation. In addition, the role captures and processes billing data, prepares billing records and reports, responds to customer billing inquiries, resolves discrepancies, and provides administrative support to terminal management.The position serves as a key link between operations, customers, drivers, and corporate departments to ensure efficient freight movement, accurate billing, and exceptional customer service.Essential FunctionsDispatch & Operations ResponsibilitiesMonitor the status of deliveries in progress and maintain communication with drivers and carriers regarding delivery schedules and delays.Advise customers and receiving locations of estimated arrival times (ETAs).Utilize company software to enter load progress and delivery data in real time.Assist with load planning activities, including assigning loads to drivers and carriers while adhering to company dispatch policies.Monitor contractor and driver arrival status and dispatch readiness.Coordinate loads with approved third-party carriers when company contractors are unavailable.Prepare routing and delivery instructions and provide orientation to third-party drivers as needed.Respond to transportation disruptions including weather-related delays, road closures, equipment failures, or other unexpected events.Arrange roadside service, towing, repowering, or replacement transportation equipment when necessary.Coordinate closely with backhaul operations to maximize efficiency and equipment utilization.Maintain and update all required operational reports, including status reports, daily dispatch reports, inbound reports, and weather reports.Track truck and trailer locations using computerized fleet management and tracking systems.Monitor refrigeration unit performance, temperature settings, fuel levels, and alarm notifications.Utilize mapping, routing, mileage, and transit-time applications to support operational efficiency.Build and maintain positive working relationships with owner-operators, third-party carriers, customers, and vendors.Billing & Administrative ResponsibilitiesCapture billing data from loading, dispatch, and transportation management systems.Accurately enter billing information into company systems, reports, and billing documentation.Complete and transmit billing documentation to the corporate office in a timely manner.Research, investigate, and resolve billing discrepancies and documentation errors.Respond promptly and professionally to customer billing inquiries.Compile, maintain, and distribute billing and operational reports as required.Coordinate terminal billing activities with corporate accounting and administrative departments.Assist with answering incoming telephone calls and routing inquiries to appropriate personnel.Provide administrative and clerical support to terminal management.Maintain accurate records and documentation in accordance with company policies.General ResponsibilitiesPromptly and professionally respond to customer requests and directives.Accurately complete all reports, forms, and records required by the company or its customers.Maintain a safe, clean, and organized work environment.Act professionally and ethically at all times.Perform other duties as assigned.Education & Experience RequirementsHigh school diploma or General Education Degree (GED) required.Two to three years of experience in transportation, distribution, dispatching, billing, logistics, or a related field preferred.Equivalent combination of education and relevant experience may be considered.Desired Knowledge, Skills & AbilitiesKnowledge of transportation, distribution, logistics, and freight operations.Understanding of billing processes and transportation-related documentation.Proficiency with Microsoft Office applications and the ability to learn specialized transportation, dispatch, and accounting software.Experience with computerized routing, fleet tracking, and transportation management systems preferred.Strong organizational and multitasking abilities.Ability to manage multiple priorities in a fast-paced environment.Excellent oral and written communication skills.Strong customer service orientation.Strong interpersonal and relationship-building skills.Ability to problem solve and make sound decisions under pressure.Familiarity with standard office equipment including phones, copiers, scanners, and fax machines.Commitment to company values and operational excellence.Physical Demands & Working EnvironmentPrimarily works in a sedentary office environment.Frequent sitting with occasional walking, standing, stair climbing, and movement throughout terminal facilities.Ability to lift, carry, push, pull, or move objects weighing up to 25 pounds.Work may occasionally require time in warehouse facilities, loading areas, or outdoor trailer yards.Ability to work varying schedules, including nights and weekends, as business needs require. #J-18808-Ljbffr Paycom