Dispatch / office scheduler

Overview
Come join our dynamic team as a Dispatch / Office Scheduler and become the vital link that keeps our transportation operations running smoothly! In this energetic role, you will coordinate vehicle dispatching, manage schedules, and facilitate seamless communication between drivers, clients, and internal teams. Your proactive approach will ensure timely deliveries, optimize fleet utilization, and uphold the highest standards of customer service. If you thrive in a fast-paced environment and excel at organization and communication, this is your opportunity to make a significant impact in logistics and transportation management.

Position Summary

Affordable Dumpsters of Mid-Michigan is seeking a dependable, organized, and customer-focused Dispatch/Scheduler to manage daily scheduling, customer communication, and dispatch operations.

The Dispatch Scheduler is responsible for ensuring dumpster deliveries, pickups, and swaps are accurately scheduled, drivers receive clear instructions, customers receive excellent service, and payments and invoices are properly managed.

This position serves as the primary communication link between our customers, drivers, and operations team.

The ideal candidate is comfortable handling multiple responsibilities, solving problems, and maintaining accuracy in a fast-paced environment.

Key Roles ; Responsibilities

1. Customer Service ; Phone Communication

 Answer incoming customer calls promptly and professionally.

 Provide friendly, knowledgeable customer service.

 Answer questions regarding dumpster sizes, pricing, rental periods, availability, and company policies.

 Assist customers with new rentals, existing orders, pickups, swaps, and scheduling changes.

 Respond to customer concerns and work toward timely resolutions.

 Return missed calls and follow up with customers when necessary.

 Accurately document customer communication and order information in the company CRM system.

2. Scheduling ; Dispatch Operations

 Schedule dumpster deliveries, pickups, and swaps based on customer needs, inventory availability, and driver schedules.

 Build and maintain organized, efficient daily driver routes.

 Monitor scheduled jobs and make adjustments as needed throughout the day.

 Verify customer addresses, dumpster sizes, placement instructions, and delivery or pickup requirements.

 Communicate schedule changes and updates to customers and drivers.

 Coordinate with drivers to ensure timely completion of scheduled services.

 Confirm completed jobs and maintain accurate scheduling records in the CRM system.

 Identify scheduling conflicts and work proactively to resolve them.

3. Driver Communication ; Coordination

 Provide drivers with accurate daily routes, work orders, and customer instructions.

 Maintain communication with drivers throughout the day regarding job progress, delays, and changes.

 Assist drivers in resolving customer or scheduling issues.

 Communicate special delivery instructions, access restrictions, and customer requests.

 Monitor job completion and update the dispatch system accordingly.

 Ensure important driver updates are communicated to the operations team.

4. Payment Collection ; Reconciliation

 Collect and process customer payments according to company procedures.

 Verify payment information and ensure required payments are collected.

 Maintain accurate payment records in the CRM and payment processing systems.

 Reconcile daily payments and transactions to ensure accuracy.

 Identify and follow up on unpaid balances or payment discrepancies.

 Communicate payment issues to management when necessary.

 Handle customer financial information accurately and confidentially.

5. Customer Invoicing ; Account Management

 Prepare and send weekly invoices for designated commercial and larger customer accounts.

 Verify completed services and applicable charges before invoicing.

 Ensure invoices are accurate and submitted on schedule.

 Maintain organized customer account and billing records.

 Assist customers with billing questions and invoice discrepancies.

 Follow up on outstanding invoices as directed by management.

6. Administrative Accuracy ; Team Support

 Maintain accurate customer, scheduling, and billing records.

 Keep the company CRM system updated with current job information.

 Assist with daily and weekly operational reporting.

 Communicate operational issues, customer concerns, and scheduling challenges to management.

 Follow established company procedures and recommend improvements when appropriate.

 Support a positive, organized, and accountable office environment.

Required Skills & Qualifications

Customer Service ; Communication

 Strong customer service skills with a friendly, professional attitude.

 Excellent verbal and written communication skills.

 Ability to communicate clearly and effectively with customers, drivers, and coworkers.

 Comfortable handling a high volume of phone calls and customer requests.

 Ability to remain calm and professional when resolving customer concerns.

Computer ; Technology

 Proficient with computers and everyday office software.

 Experience using CRM, scheduling, dispatching, or customer management software preferred.

 Comfortable entering and updating information accurately.

 Ability to learn new software and technology quickly.

 Basic experience with payment processing, invoicing, and spreadsheets preferred.

Organization & Multitasking

 Strong organizational skills and attention to detail.

 Ability to manage several responsibilities and priorities simultaneously.

 Capable of working efficiently in a fast-paced office environment.

 Ability to prioritize tasks and meet daily deadlines.

 Strong time-management skills.

Problem-Solving ; Decision-Making

 Ability to identify problems and determine practical solutions.

 Comfortable making routine scheduling decisions independently.

 Ability to adapt to changing schedules and unexpected situations.

 Good judgment when handling customer concerns and operational challenges.

 Willingness to ask questions and communicate when assistance is needed.

Professional Expectations

 Dependable, punctual, and accountable.

 Positive attitude and willingness to work as part of a team.

 Takes ownership of assigned responsibilities.

 Consistently follows company policies and procedures.

 Maintains confidentiality of customer and company information.

Preferred Experience

 Previous experience in dispatching, scheduling, customer service, or office administration.

 Experience in transportation, trucking, construction, waste management, or a related service industry.

 Experience with CRM systems and scheduling software.

 Experience collecting payments, reconciling transactions, and preparing customer invoices.

Previous dumpster industry experience is helpful but not required. Training will be provided.

Pay: $16.50 - $23.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Retirement plan

Work Location: In person