Dispatch and Scales Coordinator

Overview The Dispatch, Scales & Administrative Coordinator supports daily operations by scheduling trucks and deliveries, operating truck scales, answering phones, processing material tickets, and providing customer service and administrative support. This position requires excellent phone skills, accuracy, flexibility, and the ability to manage changing priorities in a busy construction materials environment. Responsibilities : Dispatch & Scheduling Schedule and coordinate trucks and material deliveries based on customer needs, truck availability, and production schedules. Communicate delivery instructions, job locations, material requirements, and schedule changes to drivers. Monitor delivery progress and work with drivers and supervisors to resolve delays or scheduling conflicts. Coordinate with plant personnel to support efficient loading and delivery. Scale Operations Weigh incoming and outgoing trucks and accurately prepare scale tickets. Verify customer accounts, job information, material types, weights, and applicable pricing. Process cash, credit card, and approved account transactions. Review tickets for accuracy and resolve discrepancies before submitting them for billing. Maintain organized scale records and daily transaction documentation. Phones, Customer Service & Administrative Support Answer incoming calls promptly and professionally, direct callers to the appropriate person, and take accurate messages. Demonstrate courteous phone etiquette, clear communication, and patience when assisting customers and drivers. Take customer orders and provide information about materials, delivery availability, and established pricing. Greet and assist customers, drivers, and visitors. Enter and update customer, order, and delivery information in company software. Prepare daily reports and provide ticket documentation to accounting and billing staff. Assist with filing, scanning, email correspondence, and other office duties. Communicate customer concerns promptly to the appropriate supervisor. Provide coverage for office staff during breaks, absences, and busy periods. Assist with additional administrative and operational tasks as needed to support daily business operations. Safety & Teamwork Follow company safety procedures and communicate site traffic instructions to drivers and customers. Maintain a clean, organized work area. Work cooperatively with drivers, plant personnel, supervisors, and office staff. Remain flexible and willing to assist coworkers with changing priorities and coverage needs. Preferred Skills & Qualifications: High school diploma or equivalent preferred. Experience in dispatch, scale operations, customer service, or office administration preferred. Construction, aggregate, paving, concrete, or trucking industry experience is a plus. Excellent phone skills and a friendly, professional manner. Ability to handle multiple calls and interruptions while remaining organized and courteous. Strong organizational skills and attention to detail. Clear, professional telephone and radio communication skills. Ability to perform basic math and accurately process weights, tickets, and payments. Comfortable using computers, email, and data entry systems; Keystone experience is a plus. Ability to remain calm, prioritize tasks, and adapt to changing needs. Dependable attendance and ability to work independently and as part of a team. Willingness to learn additional duties and provide coverage as needed. Work Environment & Schedule: Work is primarily performed in an office or scale-house setting with frequent telephone contact and interaction with customers and truck drivers. The position involves extended computer use and sitting, with occasional standing and walking around the facility. Early start times, overtime, and schedule flexibility may be needed during peak operating periods. This description outlines the primary responsibilities of the position. Other related duties may be assigned as business needs change. J…

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