Scheduling & Dispatch Supervisor

Fluid Interiors•Minneapolis, MN

3d•$28 - $34

About The Position

Job Summary: The Scheduling & Dispatch Supervisor is responsible for the scheduling, dispatch of delivery and installation work, including labor requirements, vehicle assignments, and service work. This role coordinates with internal and external customers to ensure appropriate resources have been assigned, final job packets are validated and reviewed, and any tools or equipment required have been communicated to the appropriate departments. This role owns primary communication with warehouse and field crews to ensure the project is complete, on schedule and within the scope of work. This role is a champion for continuous process improvements to deliver a Best In Class customer experience.

Requirements

Possesses a strong customer-centric attitude and inspires hospitality.
Exhibits excellent oral and written communication skills, including active listening skills.
Has the ability to motivate team members.
Demonstrates prioritization and organizational skills.
Possesses problem-solving skills including critical thinking.
Exhibits a strong work ethic, is punctual, and is self-motivated.
Maintains knowledge of current industry technology.
Drives operational excellence and best practices.
Develops strong working relationships with internal and external customers.
Must be able to lift, push and pull a minimum of 25 pounds.
Must be able to pass a criminal background screening.
Must have a valid driver’s license.
Adheres to all OSHA safety requirements and supports a safe working environment.
Must be available to work after-hours and weekends if needed.

Responsibilities

Work Order Management Requests installation, service and delivery packets, including installation plans and any instructions that may be required based on the scope of work.
Collaborates with project team members, including Account Executives, Project Managers, and Project Coordinators, to get complete and accurate scope of work and site or project scope prior to scheduling the labor.
Reviews final installation packets for completeness and clarity of information, requests any additional information if necessary, and validates formal work order scope and special instructions.
Provides verbal instructions to the crews when field situations require modification of work order and serves as an escalation point for onsite issues with the field team.
Interfaces with warehouse management to validate product receipt and work order readiness for delivery and installation execution.
Schedules all operations staff for delivery, installation, furniture service work, demos, will calls and local drop-offs for repairs, required site reviews, and any extra staff required in the warehouse.
Communicates with the customer to confirm delivery dates and times.
Confirms schedule with internal project team members for proactive labor reservations and skillset requirements for “soft scheduled” work.
Reviews shortage or back-order report for acknowledged ship/delivery dates to validate all product will be received at the time of installation start.
Continuously updates schedule as work order/project dates are revised.
Assigns specific Field Supervisor, Senior Technicians, Service Technicians, Installation Technicians, and Drivers to work teams and work orders based upon labor estimates, dispatcher’s knowledge of field work and of personnel capabilities.
Assists with scheduling and feedback for subcontracted labor partners.
Oversees orders that are not complete or cannot be completed (damaged product, missing or back ordered) and collaborates with the project teams to determine whether the job can be scheduled.
Schedules specialty work and other requirements to be completed prior to any scheduled installation or service work.
Communicates with warehouse staff to identify product needed from stock or disposition for any job and ensures the product is pulled in a timely manner.
Validates warehouse pulls.
Produces run sheets for delivery staff.
Sets up per diem, lodging, transportation, and expectations for out-of-town travel.
Maintains flexibility in the schedule to accommodate reasonable assignments or adjustments.
Keeps a detailed history of daily dispatch assignments for future reference and invoicing discrepancies.
Documents crew attendance, and other field staff performance issues for HR purposes (for both employees and subcontracted labor partners).
Requests project progress reports and labor requirements from Senior Technicians and adjusts field staff to meet scheduled finish dates and commitments.
Validates scheduling notes for required tools, equipment, and specialty items required for project.
Reviews special site conditions (dumpsters, parking, delivery locations) and assists in scheduling resources.
Rents vehicles or equipment as necessary.
Proactively communicates and interfaces with customers and employees regarding scheduled delivery, installation and service work.
Monitors departmental labor and adheres to policies as they relate to work assignments (overtime, paid travel, per diem, etc.).
Interfaces daily with project teams and project managers regarding schedule and work order instructions.
Ensures field paperwork is complete, clear and communicated to the appropriate parties.