Vendor & Dispatch Coordinator

Thinc Forward•West Chester, PA

3h•Hybrid

About The Position

The Vendor & Dispatch Coordinator serves as the primary point of contact for all subcontractor communications, ensuring prompt scheduling, competitive pricing, timely arrivals, and reliable completion of all daily dispatches. A successful candidate will thrive in a collaborative team environment, build strong relationships with subcontractors, clients, and coworkers, and demonstrate precision and consistency in data entry to support seamless operations and exceptional client service. This role requires strong organizational and communication skills, the ability to manage multiple requests across various time zones, and a proactive approach to problem-solving. While training will be provided on our dispatch platforms, success in this position depends on the ability to work accurately, independently, and with a strong sense of urgency. Although we are flexible to candidate location, we are currently looking to fill a 10:00amEST to 6:00pmEST shift. Additionally, this role may require after-hours and weekend on-call.

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
Excellent interpersonal skills with the ability to collaborate across various experience levels and roles
Strong multitasking skills with high attention to detail, even under pressure or when handling conflicting priorities
Geographic awareness of U.S. service areas and time zones
Self-motivated with excellent time management and task follow-through
Proficiency with computers and common business software applications (Microsoft 365) preferred
Positive, professional demeanor when interacting with clients, technicians, and coworkers

Responsibilities

Schedule appropriate subcontractor resources to dispatch service orders in a timely manner, based on each request's 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, including 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.
Respond to customer service requests by understanding client needs and effectively scheduling work orders based on technician skill sets, availability, and geography.
Collaborate with coworkers and fellow dispatchers to ensure complete coverage of dispatch needs and optimize scheduling across service areas.
Source and onboard new subcontractors as needed, particularly in high-demand or low-coverage regions; review upcoming project needs and client coverage maps to anticipate resource gaps.
Negotiate labor rates with new and existing subcontractors to maintain healthy profit margins.
Accurately and efficiently enter and manage data across multiple platforms and systems, with a high degree of attention to detail and consistency.