Description
The Vendor & Dispatch Coordinator serves as the primary point of contact for all subcontractor communications, ensuring prompt scheduling, competitive pricing, timely arrivals, and reliable completion of all daily dispatches. A successful candidate will thrive in a collaborative team environment, build strong relationships with subcontractors, clients, and coworkers, and demonstrate precision and consistency in data entry to support seamless operations and exceptional client service. This role requires strong organizational and communication skills, the ability to manage multiple requests across various time zones, and a proactive approach to problem-solving. While training will be provided on our dispatch platforms, success in this position depends on the ability to work accurately, independently, and with a strong sense of urgency.
Candidates may be located throughout the U.S.
Responsibilities:
- Schedule appropriate subcontractor resources to dispatch service orders in a timely manner, based on each request’s priority level or predetermined schedules.
- Monitor and respond to incoming subcontractor calls, texts, and emails; log time entries and closeout notes in real time across multiple time zones.
- Maintain accurate, up-to-date service order records, including detailed notes on communications, time logs, job status, and internal updates.
- Communicate technician schedules, arrival times, closeout notes, and real-time issues with internal teams to ensure 100% work completion.
- Retrieve and track required documentation from subcontractorsâsuch as work images, shipping receipts, or invoicesâand proactively follow up on missing items.
- Respond to customer service requests by understanding client needs and effectively scheduling work orders based on technician skill sets, availability, and geography.
- Collaborate with coworkers and fellow dispatchers to ensure complete coverage of dispatch needs and optimize scheduling across service areas.
- Source and onboard new subcontractors as needed, particularly in high-demand or low-coverage regions; review upcoming project needs and client coverage maps to anticipate resource gaps.
- Negotiate labor rates with new and existing subcontractors to maintain healthy profit margins.
- Accurately and efficiently enter and manage data across multiple platforms and systems, with a high degree of attention to detail and consistency.
Requirements
Qualifications:
- High School Diploma or GED required
- Prior experience in dispatching, project coordination, or scheduling within a field service management environment preferred
- Demonstrated ability to negotiate pricing with subcontractors or vendors
- Experience using digital platforms such as Field Nation, WorkMarket, or similar contractor/vendor marketplaces and familiarity with CRMs such as ConnectWise preferred
- Proven ability to manage data entry tasks quickly and accurately across multiple software platforms
- Strong verbal and written communication skills
- Excellent interpersonal skills with the ability to collaborate across various experience levels and roles
- Strong multitasking skills with high attention to detail, even under pressure or when handling conflicting priorities
- Geographic awareness of U.S. service areas and time zones
- Self-motivated with excellent time management and task follow-through
- Proficiency with computers and common business software applications (Microsoft 365) preferred
- Positive, professional demeanor when interacting with clients, technicians, and coworkers
Benefits
- Health care benefits (medical, dental, and vision)
- Paid time off (and public holidays)
- 401(k) retirement plan
- Life insurance
- Hybrid or remote work environment