Vendor & Dispatch Coordinator

5w1 month ago

Thinc Forward

West Chester, US · Full-time · $42,000 – $52,000

About this role

The Vendor & Dispatch Coordinator serves as the primary point of contact for all subcontractor communications, ensuring prompt scheduling, competitive pricing, and reliable completion of daily dispatches. This role requires strong organizational skills and a proactive approach to problem-solving across multiple time zones.

Daily tasks include scheduling subcontractor resources for service orders, monitoring incoming calls and emails, and logging time entries in real time. The coordinator retrieves documentation from subcontractors and negotiates labor rates to maintain healthy profit margins.

The position thrives in a collaborative team environment, building strong relationships with subcontractors, clients, and coworkers. Candidates must demonstrate precision and consistency in data entry to support seamless operations and exceptional client service.

Training is provided on dispatch platforms, but success depends on the ability to work accurately and independently. This role offers the chance to source and onboard new subcontractors, expanding vendor networks in high-demand regions.

Requirements

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
Geographic awareness of U.S. service areas and time zones

Responsibilities

Schedule appropriate subcontractor resources to dispatch service orders in a timely manner based on 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 with 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 subcontractors—such as work images, shipping receipts, or invoices—and proactively follow up on missing items.
Negotiate labor rates with new and existing subcontractors to maintain healthy profit margins.
Source and onboard new subcontractors as needed, particularly in high-demand or low-coverage regions; review upcoming project needs and coverage maps to anticipate resource gaps.