Dispatcher

Whim-Hospitality-Ltd; Dripping Springs (TX); On-site; USD 19,000 - 24,000; Full time

Job summary

Whim-Hospitality-Ltd is seeking a Dispatcher to coordinate daily equipment movement, driver assignments, and delivery/pickup schedules to support timely service for events and rentals.

The role collaborates with Warehouse, Rental Operations, and Tent Operations to align logistics for complex orders, while maintaining accurate records and prioritizing safety and service commitments.

Qualifications

• Experience in dispatch, logistics, or a related operations role.
• Strong organization, time management, communication, and real-time problem-solving skills.
• Ability to prioritize multiple moving schedules and remain calm when plans change.
• Comfortable using scheduling tools, spreadsheets, maps, dispatch systems, and common office technology.
• Professional, clear communication with drivers, warehouse teams, customers, and internal partners.
• Availability to support operational schedules that may include early starts, evenings, weekends, or peak event periods as business needs require.

Responsibilities

• Build, maintain, and communicate daily delivery and pickup schedules based on confirmed orders, event timelines, staffing, vehicle capacity, and priorities.
• Coordinate routes, stop sequences, driver assignments, vehicle assignments, and load timing with operations leadership.
• Confirm that dispatch teams have the correct order details, delivery addresses, site contacts, access instructions, timing requirements, and pickup information.
• Coordinate with Warehouse and Inventory to confirm orders are staged, complete, and ready before vehicles are released.
• Communicate schedule changes, delays, access issues, shortages, and other exceptions promptly to drivers, customers or site contacts, and internal teams as appropriate.
• Monitor active routes and job progress; adjust plans when weather, traffic, site readiness, event changes, or equipment issues affect execution.
• Maintain accurate dispatch records, including route sheets, delivery and pickup confirmations, time updates, exceptions, and completion status.
• Coordinate return timing and communicate expected incoming equipment to Warehouse so unloading and processing can be planned.
• Work with Rental Operations and Tent Operations to align logistics for complex orders, multi-stop routes, tent projects, and overlapping event schedules.
• Escalate service risks, unsafe conditions, vehicle issues, missed time windows, and resource conflicts to the appropriate leader.
• Support efficient use of vehicles, driver hours, and labor while prioritizing safety, service commitments, and accurate execution.
• Use dispatch software, calendars, phones, messaging, and other company systems to keep information current and accessible.

Skills

Dispatch

Logistics

Coordination

Communication

Problem-solving

Time management

Tools

Scheduling software

Dispatch systems

Job description

• Base Pay $19.00 - $24.00 / Year
• Employee Type Full Time
• Manage Others Yes

Description

• Build, maintain, and communicate daily delivery and pickup schedules based on confirmed orders, event timelines, staffing, vehicle capacity, and operational priorities.
• Coordinate routes, stop sequences, driver assignments, vehicle assignments, and load timing in partnership with operations leadership.
• Confirm that dispatch teams have the correct order details, delivery addresses, site contacts, access instructions, timing requirements, and pickup information.
• Coordinate with Warehouse and Inventory to confirm orders are staged, complete, and ready before vehicles are released.
• Communicate schedule changes, delays, access issues, shortages, and other exceptions promptly to drivers, customers or site contacts, and internal teams as appropriate.
• Monitor active routes and job progress; adjust plans when weather, traffic, site readiness, event changes, or equipment issues affect execution.
• Maintain accurate dispatch records, including route sheets, delivery and pickup confirmations, time updates, exceptions, and completion status.
• Coordinate return timing and communicate expected incoming equipment to Warehouse so unloading and processing can be planned.
• Work with Rental Operations and Tent Operations to align logistics for complex orders, multi-stop routes, tent projects, and overlapping event schedules.
• Escalate service risks, unsafe conditions, vehicle issues, missed time windows, and resource conflicts to the appropriate leader.
• Support efficient use of vehicles, driver hours, and labor while prioritizing safety, service commitments, and accurate execution.
• Use dispatch software, calendars, phones, messaging, and other company systems to keep information current and accessible.

Requirements

QUALIFICATIONS

• Experience in dispatch, logistics, transportation, delivery coordination, or a related operations role; rental or event logistics experience preferred.
• Strong organization, time management, communication, and real-time problem-solving skills.
• Ability to prioritize multiple moving schedules and remain calm when plans change.
• Comfortable using scheduling tools, spreadsheets, maps, dispatch systems, and common office technology.
• Professional, clear communication with drivers, warehouse teams, customers, and internal partners.
• Availability to support operational schedules that may include early starts, evenings, weekends, or peak event periods as business needs require.

PERFORMANCE EXPECTATIONS

• Deliveries and pickups are scheduled accurately and communicated clearly.
• Dispatch plans support on-time performance and efficient use of vehicles and labor.
• Schedule changes and service issues are communicated quickly to affected teams.
• Dispatch records and order status are accurate and up to date.
• Safety, customer commitments, and teamwork remain priorities during high-volume periods.

Summary

The Dispatcher coordinates the daily movement of rental equipment, drivers, and field teams to support accurate, timely deliveries and pickups. This role connects Warehouse, drivers, customers, Rental Operations, and Tent Operations, translating order requirements and event timelines into clear dispatch plans while responding calmly to changes in a fast-moving environment.