Account/Delivery Coordinator
Position Reports To: Sales Lead
Job Description:
The Account/Delivery Coordinator is a dual-function role responsible for managing the full lifecycle of customer orders and coordinating the timely delivery of paving materials to job sites and builder locations. This position serves as a critical link between the Sales team, field crews, builders, manufacturers, and delivery drivers — ensuring orders are processed accurately, materials are delivered on schedule, and customers receive proactive communication throughout. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple active accounts and deliveries simultaneously in a fast-paced construction environment.
In addition to the company policy and procedures in the Employee Handbook, Account/Delivery Coordinator expectations are as follows:
Job Duties and Responsibilities:
Order Management:
- Monitor the website and PO inbox daily for new orders; enter all POs into QuickBooks and save copies to the server.
- Enter estimates into QuickBooks and save all relevant documentation in the appropriate server location.
- Review and verify quantities on plot plans against received POs; mark jobs as "Premeasure Complete" when plot plans are available or leave unmarked until received.
- Determine whether POs cover plot plan quantities — mark "Covered" or "Not Covered" in Bolt; if not covered, send an EPO (Extra Purchase Order) request to the builder and update orders upon receipt.
- Place product orders with manufacturers based on plot plans; ensure ITS orders are created for delivery processing. Only ship quantities covered by the original PO until an EPO is received.
- Create crew POs with the matching material PO number and add square footage from plot plans; use a placeholder SF of 0 if no plot plan is available and update once premeasurement is complete.
- Ensure order accuracy at every stage — double-check product types, quantities, and delivery locations before scheduling.
Job Entry and Scheduling:
- Enter all job details into Bolt, including builder and superintendent contact information; upload all relevant documents (plot plans, builder POs, crew POs, material POs).
- Request and update rough start dates as needed; check builder schedules daily or every other day and adjust job dates accordingly.
- Coordinate with the Deliveries team for jobs that move up within one week; communicate schedule changes and solutions to builders proactively.
- Build and manage the daily delivery schedule — coordinating and dispatching drivers to transport pavers and construction materials to customer locations, job sites, and distribution points.
- Use route planning tools to optimize delivery routes, accounting for traffic, delivery windows, load capacity, and fuel efficiency.
- Verify correct material type, quantity, and load specifications prior to dispatching each delivery.
Delivery Monitoring and Driver Support:
- Monitor all deliveries in real-time; proactively address delays, route issues, or delivery problems as they arise.
- Provide drivers with clear instructions on delivery destinations, special handling requirements, and customer-specific instructions.
- Ensure drivers adhere to safety guidelines including proper load securement, weight limits, and transportation regulations applicable to construction materials.
- Assist drivers during routes by providing alternative routes, resolving issues, or coordinating support when needed.
- Coordinate last-minute delivery changes with minimal disruption to customers and drivers.
Customer and Builder Communication:
- Serve as a primary point of contact for builders and customers regarding order status, delivery timelines, schedule changes, and any issues that arise.
- Provide proactive updates when delays occur; manage customer expectations professionally and resolve complaints or concerns in a timely manner.
- Coordinate with the AP Superintendent to gather finals for project billing and investigate any shortages.
- Request EPOs for material shortages and coordinate timely delivery of additional materials; adjust crew POs as needed to reflect completed and pending work.
- Ensure all client-facing communications are professional, timely, and consistent with company standards.
Billing and Reporting:
- Maintain accurate records of all delivery activities, order logs, driver schedules, POs, plot plans, and delivery instructions.
- Report on key performance metrics including on-time delivery rates, order accuracy, and any customer issues; use data to identify process improvements.
- Submit an end of day status report to direct report covering open orders, delivery performance, scheduling updates, and any outstanding issues.
JobNimbus and System Compliance:
- Maintain accurate and up-to-date records in JobNimbus, Bolt, and QuickBooks — this is mandatory.
- Enter a minimum of 5 coordination-related tasks per day into the JobNimbus calendar before the end of each business day; mark tasks completed when done. (This task entry requirement is for Sales.)
- Ensure all customer accounts, job statuses, POs, and documentation are current and accessible to the Sales and Operations teams at all times.
Performance Standards (KPI Scorecard):
The Account/Delivery Coordinator is evaluated on the following key performance indicators:
Order Accuracy:
- Super Green: 100% of orders entered, verified, and documented correctly with zero discrepancies
- Green: 98%-99% accuracy | Yellow: 95%-97% accuracy | Red: Below 95% accuracy
On-Time Delivery Rate:
- Super Green: 100% of deliveries completed within the scheduled window
- Green: 95%-99% on time | Yellow: 85%-94% on time | Red: Below 85% on time
Builder/Customer Communication Response Time:
- Super Green: All inquiries and schedule changes communicated same day
- Green: Within 24 hours | Yellow: Within 48 hours | Red: More than 48 hours
JobNimbus and System Compliance:
- Super Green: 100% of records, tasks, and statuses current daily
- Green: 95%-99% | Yellow: 85%-94% | Red: Below 85%
Monthly Accountability Standards:
- When performance standards are being met: weekly team meetings with Sales Lead; monthly individual check-in to review goals and workload.
- When performance standards are not being met: weekly individual meetings with Sales Lead to review root causes and corrective actions.
- Disciplinary progression: 1st - Verbal Warning | 2nd - Written Warning | 3rd - Final Written Warning | 4th - Termination
Skills and Competencies:
The following competencies are evaluated as part of regular performance reviews:
- Attention to Detail and Order Accuracy | Planning and Organizing | Communication Skills - Written and Verbal
- Problem Solving and Critical Thinking | Time Management and Priority Setting | Data Entry and Reporting
- Customer and Builder Relations | Ability to Work with Little Supervision | Computer and Technical Literacy
- Follow Through and Follow Up | Adaptability and Flexibility | Maintain Confidentiality
- Execution and Accountability | Willingness to Learn | Company Interpersonal Relations
Living Our Core Values:
- Creativity - Find better ways to coordinate orders, deliveries, and builder communications to keep projects moving efficiently.
- Commitment - Take ownership of every order and delivery; follow through until the job is complete and the customer is satisfied.
- Pride - Represent Alliance Pavers professionally in every interaction with builders, drivers, and customers.
Job Requirements:
- Minimum 2 years of experience in order management, dispatching, logistics coordination, or construction administration; paving or hardscape industry experience preferred.
- Strong understanding of order management, PO processing, plot plan verification, and scheduling workflows.
- Experience coordinating deliveries of heavy or bulk construction materials; familiarity with load requirements and transportation safety standards preferred.
- Proficiency with QuickBooks, Bolt, JobNimbus, and Microsoft Office (Excel, Word, Outlook); experience with route optimization or dispatching software a plus.
- Strong attention to detail with the ability to manage multiple active accounts, deliveries, and priorities simultaneously.
- Excellent verbal and written communication skills; professional and customer-focused approach to builder and client interactions.
- Ability to work independently while collaborating closely with Sales, Operations, field crews, and drivers.
- Valid Florida driver's license and clean driving record preferred.
- High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Logistics, or a related field preferred.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Additional duties as assigned.
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
