The Dispatch Operations & Inventory Coordinator supports the daily operations of the Road Service Dispatch Center by managing administrative, billing, inventory, warranty, and regulatory compliance processes. This position plays a key role in ensuring accurate financial documentation, maintaining tire inventory, processing warranties, supporting environmental compliance requirements, and ensuring the efficient flow of road service operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. This position serves as a critical administrative and operational support role, helping ensure the Dispatch Center operates efficiently while providing exceptional service to customers, vendors, and internal team members.
Create and maintain purchase orders for road service operations.
Process vendor invoices accurately and in a timely manner.
Prepare and process customer billing and invoices.
Process National Account billing through Auto Integrate, ensuring accuracy and timely submission.
Create customer tire quotes and estimates.
Process customer payments and maintain accurate billing records, as needed.
Maintain accurate tire inventory records within the company's inventory management system.
Receive, inspect, and document incoming tires and tire casings.
Prepare and process tire casings for retread, warranty evaluation, or disposal.
Perform weekly, quarterly, and annual physical inventory counts and reconcile inventory discrepancies.
Process tire warranty claims in accordance with manufacturer and company guidelines.
Maintain CalRecycle Waste Manifest records and ensure all required documentation is accurate, complete, and compliant with applicable regulations.
Maintain organized records of purchase orders, invoices, inventory transactions, warranty claims, CalRecycle documentation, and customer files.
Coordinate with dispatch personnel, service technicians, vendors, and customers to ensure timely and accurate completion of work orders.
Monitor outstanding purchase orders, invoices, warranty claims, and National Account billing to ensure timely resolution.
Assist with scheduling and administrative support for the Dispatch Center as needed.
Answer incoming phone calls and provide professional customer service by directing inquiries, assisting customers, and communicating service updates.
Support daily dispatch operations by ensuring all service documentation is complete and accurately entered into company systems.
Identify inventory discrepancies and communicate issues to management for resolution.
Maintain a clean, organized, and efficient work area while adhering to company safety policies and procedures.
Perform other administrative, inventory, compliance, and operational duties as assigned to support the overall success of the Dispatch Center.
High school diploma or equivalent.
Minimum of two years of experience in an administrative, billing, inventory control, or office support role.
Strong attention to detail with excellent organizational and time management skills.
Proficiency in Microsoft Office Suite, including Excel, Outlook, and Word.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to work independently while contributing effectively as part of a team.
Highly organized with exceptional attention to detail.
Dependable with excellent attendance and punctuality.
Self-motivated and able to work with minimal supervision.
Strong analytical and problem-solving skills.
Positive attitude with a customer-first mindset.
Professional demeanor when interacting with customers, vendors, and coworkers.
Ability to adapt to changing priorities and business needs.
Demonstrates integrity, accountability, and sound judgment.
Commitment to maintaining accurate records and ensuring compliance with company policies and regulatory requirements.
Dedicated to continuous improvement and contributing to the overall success of the Dispatch Center.
