Clerical & Dispatch Specialist – Growth & Team Impact

Al-Warren-Oil-Company,-Inc.; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

401(k) matching

Health insurance

Paid time off

HSA

Life insurance

Job summary

Al Warren Oil is a Midwest-based, family-owned company seeking a detail-oriented Clerical/Dispatch Support to help keep our operations moving in Chicago and surrounding areas. You will manage high volumes of calls, enter driver and customer data, schedule deliveries, and support daily dispatch activities with accuracy and professionalism.

Join a team that values dependable service, safety, and ongoing training.

Qualifications

• Experience in customer service, scheduling, dispatching, or administrative roles.
• Proficiency in Microsoft Office (Excel, Outlook, Word, etc.).
• High level of computer literacy; ability to work within multiple systems at once.
• Strong communication and organizational skills.
• Ability to create and maintain organized filing systems.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Strict attention to detail and accuracy.
• Knowledge of Chicago-area geography or transportation operations is a plus.

Responsibilities

• Manage a high volume of incoming calls, directing inquiries to the appropriate departments and resolving issues when possible.
• Enter driver and customer information into multiple company systems and platforms with accuracy.
• Assist at the service window to support drivers, customers, and staff.
• Generate and proofread order entries; identify and correct discrepancies.
• Perform general clerical duties including photocopying, filing, typing, faxing, and scanning.
• Communicate and distribute supplier and cost information to the appropriate departments.
• Provide backup assistance to coworkers as needed.
• Provide prompt, professional support to drivers and customers via phone, email, and in-person communication.
• Assist in scheduling daily fuel, lubricant, and DEF deliveries.
• Communicate load details, delivery instructions, and updates to drivers.
• Monitor delivery statuses through GPS and dispatch systems to help ensure on-time service.
• Maintain accurate documentation for dispatch activities, delivery confirmations, and order records.
• Work closely with operations, accounting, and sales teams to ensure smooth daily workflows.
• Assist in maintaining compliance with DOT, OSHA, and internal safety policies.
• Provide excellent customer service when handling inquiries related to orders and deliveries.

Skills

Customer service

Scheduling

Dispatching

Microsoft Office

Communication

Organizational skills

Multitasking

Attention to detail

Tools

Excel

Outlook

Word

Dispatch software

Job description

Al Warren Oil is a Midwest-based, family-owned company seeking a detail-oriented Clerical/Dispatch Support to help keep our operations moving in Chicago and surrounding areas. You will manage high volumes of calls, enter driver and customer data, schedule deliveries, and support daily dispatch activities with accuracy and professionalism.

Join a team that values dependable service, safety, and ongoing training.