Vendor Dispatch Coordinator

Sungrow USA Corporation•Houston, TX

8d•$46,500 - $76,000•Hybrid

About The Position

The Vendor Dispatch Coordinator is responsible for managing the end-to-end coordination of vendor service requests, from initial review through completion. This role evaluates dispatch requirements, confirms the scope of work, identifies qualified vendors and technicians, coordinates scheduling, and ensures services are completed safely, accurately, and within established timelines. On a day-to-day basis, the Vendor Dispatch Coordinator reviews and prioritizes incoming requests, works with Field Service and Engineering to clarify technical requirements, prepares and sends vendor RFQs, evaluates quotes, confirms technician qualifications and availability, issues Purchase Orders, and submits spare parts request, tracks spare parts and dispatch progress. The coordinator also maintains accurate records in Airtable, GSP, C4, Cargowise and other service management systems, follows up on open assignments, reviews quotes for accuracy, resolves vendor or scheduling issues, and communicates status updates to internal teams and customers. This position requires strong organization, attention to detail, technical problem-solving, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Bachelor’s or technical degree, or equivalent experience
5+ years in a technical-oriented customer service role or 3+ years in a technical field
Ability to take ownership, make decisions, and drive results in a fast-paced environment.
Technical problem-solving and analytical skills
Self-starter with strong initiative and excellent communication abilities
Must possess customer service, problem-solving skills, and possess decision making
Organizational skills with a detail-oriented approach and strong initiative
Strong technical support focus with a service-oriented attitude towards both the Sales team and customers
Ability to collaborate effectively in a team environment
Strong organizational and time-management skills
Background in vendor coordination, dispatch, or field service operations (renewable energy preferred).
Familiarity with SAP, CRM, service management software, and Microsoft Office Suite (Airtable experience is a plus).
Excellent verbal and written communication skills with the ability to work cross-functionally and in a team environment.
Accurately process spare parts orders, including detailed entry of part numbers, descriptions, quantities, and delivery locations.
Strong service-oriented mindset toward both internal teams and customers, with the ability to work well under pressure and demonstrate accountability.

Nice To Haves

Preferred experience in the solar industry

Responsibilities

Assess incoming dispatch requests to verify technical feasibility, completeness and detailed scope of work before dispatching vendors.
Coordinate the dispatch of vendors for onsite service, ensuring alignment with technical requirements.
Optimize vendor schedules to improve efficiency, reduce costs, and meet service deadlines.
Coordinate all site visits between clients, vendors, and Field Service to ensure proper scheduling and alignment.
Validate that vendor dispatch assignments adhere to engineering standards and safety protocols.
Maintain accurate records in GSP, CRM, and service management systems.
Assist in managing and updating Airtable database and GSP, including reports and photos.
Track spare parts orders, ensuring timely availability for vendor dispatch.
Collaborate with vendors and engineers on spare parts needs, troubleshooting, and returns.
Issue Purchase Orders (POs) and Scope of Work Details for vendor services.
Serve as a liaison between vendors, Field Service, and Engineering teams to ensure smooth operations.
Provide vendors with clear work instructions and follow up on service completion.
Verify vendor invoices match services provided and resolve discrepancies.
Maintain strong working relationships with vendors and internal teams to support operational efficiency and service quality.
Anticipate and resolve vendor-related challenges with minimal supervision.
Collaborate with cross-functional teams to improve workflows and efficiency.
Adhere to security protocols, training requirements, and company policies.
Perform other duties as assigned to support company goals.