Specialist, Dispatch

Hometowne-COC Dispatch Specialist

Brockport, NY

Join us as we grow together personally and professionally!  Four Generations of family leadership continue to make it our vision to leave people better than we found them.  We are more than an oil company, convenience store or restaurant, we are a family!  We are improving the lives of those we touch every day by valuing the customer, caring for our 1000+ team members, and supporting our communities that we are honored to serve.

POSITION OVERVIEW

The Dispatch Specialist is responsible for customer order acceptance and lead dispatching activities within the Wholesale & Commercial fuels division.  Additionally, they are responsible for managing inventories at certain company and customer locations and ensuring that these locations always have supply continuity.  They will also participate in some product purchasing when needed to maintain supply and/or reduce purchase costs versus other available sources.  They will provide weekly reporting of their activities to the Senior Director of Wholesale Fuels.   A detailed Job Description will be available when you begin employment.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. Begin building your career and apply now for these great benefits!

BENEFITS OVERVIEW

• Family first atmosphere

• Benefits to fit your needs:  Medical, Dental, Vision, Life, Disability, 401k

• Competitive Total Compensation Plans with 401k match

• Paid time off in your first year

• Team first environment

• Paid Gym Memberships

• Remote work in select roles

• Monthly teambuilding exercises

• Everyday Pay if needed

• Flexible Schedules to attend family events

• Professional Training

• Advancement opportunities

• Leadership Training

ESSENTIAL JOB FUNCTIONS

• Perform lead dispatch duties for external customers in the commercial/wholesale and dealer divisions, as well as for internal customers minuteman food stores and bulk plant operations

• Monitor the dispatch phone and fuel order e-mail inbox Monday-Friday 7am-5pm, as well as participating in a weekend dispatch rotation with two other team members, receiving calls, text, and e-mail customer orders. Enter and dispatch all fuel orders thru the companies dispatch system:

• Same Day orders

• Inventory management

• Bids

• Sales

• Communicate the status of new and existing orders to sales reps and to customers who may be requesting such information

• Update and maintain current contact lists for all carrier contact information

• Provide same day sourcing for all same day loads and also provide backup sources as needed by carriers who have run into product allocation issues

• In backup situations, find and secure spot purchases below the lowest available cost on any days when such opportunities are available (predominantly on days when the futures market is flat or down)

• Maintain good working relationships with our book of carriers and use those relationships to learn about new potential suppliers and or customer opportunities

• Successful management of inventory levels at all corporate bulk plants, and certain transport, dealer and corporate operated c-stores.

• As a backup, to real-time dispatch functions, this role will process setup requests for new carriers, or carriers in new markets, with all applicable suppliers and follow up through confirmation of completion

• Complete all paperwork needed to setup COC within the carrier’s system and collect all paperwork from the carrier needed to setup them up in our system.

• Continuously update the master terminal/carrier spreadsheet, including all supplier/terminal/carrier combinations with current loading codes

• Monitor carriers to ensure that the correct sources are lifted and that splits or other ancillary charges are warranted, and billback for any cost increases incurred by COC due to failure to lift the correct source and/or unwarranted ancillary charges

• Report any carrier errors/issues to the Supply & Distribution Manager whereby the error/issue either costs the company money, and/or created a service complaint with the customer

• Daily self-tracking of certain supply and dispatch metrics and weekly reporting to the Supply & Distribution Manager.

• Participate in product purchasing when needed to maintain supply and/or reduce purchase costs versus other available sources.

#mmhp

Key Performance Indicators

Dispatch daily accuracy tracking

• Any runouts from dealer, commercial, or internal customers caused by improper dispatching

• Any incorrect sources given to carriers that cause us to pay a higher cost for fuel

• Any failure to catch a mid-day price increase and send updated sourcing to the carrier

• The goal is to have zero negative issues caused from improper dispatching

• Each week a summary report of any issues will be created by the Supply & Distribution Manager

Percentage of loads booked versus orders received

• Monitor the dispatchers timeliness in calling carrier to book loads

• Monitor the thoroughness of calling all available carrier options in a given region to attempt to cover the loads

• Review the communication process between the dispatcher and sales to make sure that we have explored all possible acceptable receiving times from the customer’s perspective

• Each week a summary report of any loads lost because of inability to the loads booked

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, hear, use hands to type data, operate business equipment and dial the telephone. They are regularly required to talk and hear. The employee is frequently required to stand, walk, sit, and lift up to 30 lbs.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

EDUCATION & QUALIFICATIONS:

• Associates or Bachelor’s degree plus 2 years work experience preferred

• Strong organizational skills and able to work well in a structured environment

• Detail focused

• Ability to make continuous forward progress on multiple tasks or projects

• Possess advanced analytical skills

• Experienced computer skills working in Excel

• Excellent communication skills

• Commitment to Excellence and holding team to highest standards

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, hear, use hands to type data, operate business equipment and dial the telephone. They are regularly required to talk and hear. The employee is frequently required to stand, walk, sit, and lift up to 30 lbs.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.