Dispatch Operations & Inventory Coordinator

Valid8 Financial, Inc.; Whittier (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Valid8 Financial, Inc. in California is seeking a Dispatch Operations & Inventory Coordinator to manage administrative, billing, inventory, and regulatory compliance processes within the Road Service Dispatch Center.

The ideal candidate is highly organized and able to handle multiple priorities in a fast-paced environment. You will create POs, process invoices and customer billing, maintain tire inventory, handle warranties, CalRecycle documentation, and support dispatch operations to ensure

Qualifications

• High school diploma or equivalent.
• Minimum of two years in admin, billing, inventory control, or office support.
• Strong attention to detail with excellent organizational and time management skills.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills with customer service focus.
• Ability to work independently and as part of a team.

Responsibilities

• Create and maintain purchase orders for road service operations.
• Process vendor invoices accurately and in a timely manner.
• Prepare and process customer billing and invoices.
• Process National Account billing through Auto Integrate, ensuring accuracy and timely submission.
• Create customer tire quotes and estimates.
• Process customer payments and maintain accurate billing records.
• Maintain accurate tire inventory records within the company's inventory management system.
• Receive, inspect, and document incoming tires and tire casings.
• Prepare and process tire casings for retread, warranty evaluation, or disposal.
• Perform weekly, quarterly, and annual physical inventory counts and reconcile discrepancies.
• Process tire warranty claims in accordance with guidelines.
• Maintain CalRecycle Waste Manifest records and ensure documentation is compliant.
• Coordinate with dispatch personnel, service technicians, vendors, and customers to ensure timely work orders.
• Assist with scheduling and administrative support for the Dispatch Center.
• Answer incoming calls with professional customer service and service updates.
• Support daily dispatch operations by ensuring all service documentation is complete and accurate.

Skills

Attention to detail

Organizational skills

Time management

Verbal communication

Written communication

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Inventory management software

Auto Integrate

Job description

The Dispatch Operations & Inventory Coordinator supports the daily operations of the Road Service Dispatch Center by managing administrative, billing, inventory, warranty, and regulatory compliance processes. This position plays a key role in ensuring accurate financial documentation, maintaining tire inventory, processing warranties, supporting environmental compliance requirements, and ensuring the efficient flow of road service operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. This position serves as a critical administrative and operational support role, helping ensure the Dispatch Center operates efficiently while providing exceptional service to customers, vendors, and internal team members.

Essential Duties and Responsibilities

Create and maintain purchase orders for road service operations.

Process vendor invoices accurately and in a timely manner.

Prepare and process customer billing and invoices.

Process National Account billing through Auto Integrate, ensuring accuracy and timely submission.

Create customer tire quotes and estimates.

Process customer payments and maintain accurate billing records, as needed.

Maintain accurate tire inventory records within the company's inventory management system.

Receive, inspect, and document incoming tires and tire casings.

Prepare and process tire casings for retread, warranty evaluation, or disposal.

Perform weekly, quarterly, and annual physical inventory counts and reconcile inventory discrepancies.

Process tire warranty claims in accordance with manufacturer and company guidelines.

Maintain CalRecycle Waste Manifest records and ensure all required documentation is accurate, complete, and compliant with applicable regulations.

Maintain organized records of purchase orders, invoices, inventory transactions, warranty claims, CalRecycle documentation, and customer files.

Coordinate with dispatch personnel, service technicians, vendors, and customers to ensure timely and accurate completion of work orders.

Monitor outstanding purchase orders, invoices, warranty claims, and National Account billing to ensure timely resolution.

Assist with scheduling and administrative support for the Dispatch Center as needed.

Answer incoming phone calls and provide professional customer service by directing inquiries, assisting customers, and communicating service updates.

Support daily dispatch operations by ensuring all service documentation is complete and accurately entered into company systems.

Identify inventory discrepancies and communicate issues to management for resolution.

Maintain a clean, organized, and efficient work area while adhering to company safety policies and procedures.

Perform other administrative, inventory, compliance, and operational duties as assigned to support the overall success of the Dispatch Center.

Qualifications

Required:

High school diploma or equivalent.

Minimum of two years of experience in an administrative, billing, inventory control, or office support role.

Strong attention to detail with excellent organizational and time management skills.

Proficiency in Microsoft Office Suite, including Excel, Outlook, and Word.

Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to work independently while contributing effectively as part of a team.

Preferred:

Experience in the commercial tire, automotive, trucking, fleet service, or transportation industry.

Experience with inventory management, accounting, or business management software.

Familiarity with Auto Integrate or similar National Account billing platforms.

Knowledge of tire warranty processing and inventory control procedures.

Experience maintaining regulatory or environmental compliance documentation, including CalRecycle Waste Manifest records.

Physical Requirements

Ability to sit, stand, and walk throughout the workday.

Ability to occasionally lift and carry up to 30 pounds.

Manual dexterity to operate standard office equipment, including computers, telephones, and printers.

Ability to occasionally enter warehouse or shop areas to verify inventory and receive tire casings.

Ability to work in an office environment located within an active commercial tire shop, with occasional exposure to noise, dust, and changing weather conditions when entering the service area.

Preferred Characteristics

Highly organized with exceptional attention to detail.

Dependable with excellent attendance and punctuality.

Self-motivated and able to work with minimal supervision.

Strong analytical and problem-solving skills.

Positive attitude with a customer-first mindset.

Professional demeanor when interacting with customers, vendors, and coworkers.

Ability to adapt to changing priorities and business needs.

Demonstrates integrity, accountability, and sound judgment.

Commitment to maintaining accurate records and ensuring compliance with company policies and regulatory requirements.

Dedicated to continuous improvement and contributing to the overall success of the Dispatch Center.