Dispatcher - Rental Services

Macallister-Machinery-Company,-Inc.; Lafayette (IN); On-site; USD 42,000 - 64,000; Full time

Job summary

MacAllister Machinery Company, Inc. is seeking an Inside Sales Coordinator who will manage daily delivery and pickup of machines to customer sites.

The role requires coordinating company delivery fleet and outside vendors to ensure on-time service while maintaining a safe work environment. Ideal candidates have at least two years in heavy equipment or construction, strong interpersonal and communication skills, and the ability to read maps.

Qualifications

• High school diploma, technical training or college degree.
• Minimum two years of experience with heavy equipment or in the construction industry.
• Familiarity with surrounding areas is highly preferred.
• Able to read and understand maps of the city and surrounding areas.

Responsibilities

• Perform inside sales coordinator duties proficiently.
• Manage daily delivery and pickup of machines to and from customer job sites safely and on time.
• Coordinate with company delivery fleet and outside vendors to serve customers.

Skills

Customer service

Communication skills

Education

High school diploma or equivalent

Technical training

College degree

Tools

Microsoft Office

Database systems

Web-based applications

Job description

Primary duties of the position include but are not limited to performing all inside sales coordinator duties proficiently as well as manage the daily delivery and pick up of machines to and from customer job sites safely and on time. Utilize company owned delivery fleet and outside vendors as needed to provide service to our customers.

Position Duties/Responsibilities

Primary Responsibilities:

Safety

• Maintains a safety conscious work environment both inside and outside of store.
• Does not violate any safety rule or policy.
• Enforce all personal protective equipment rules and regulations.
• Ensure all safety rules and policies are enforced.
• Completes Work in a safe and courteous manner
• Assist in directing the following at the branch:
  • Keep shop, showroom, customer staging area and equipment staging area clean and free of clutter
  • Understand hazardous material, location and how to access MSDS Data and able to recognize hazards within the store.
  • Understands requirements and has line of site to AED Machines, First Aid, Emergency Packets, points of contact and other emergency plans.
  • Attends safety walks with the responsible individual
• Capable of completing safety audits for the branch
• Serves as a back‑up Inside Sales/Rental Counter person when volume is high to ensure customer satisfaction
• SLAC Cards – Collect, review, and ensure SLAC cards being completed per company requirements
• Keep shop and equipment staging area clean and free of clutter
• Maintain all hazardous material law II series procedures
• Have a weekly toolbox safety meeting and document it with a copy appropriately filed
• Ensure that all ANSI and DOT inspections are completed with 0 days late
• Ability to assist with filling out electronic accident report
• DOT Guidelines – Understand DOT Guidelines and how those impact our organization and our drivers.
  • IFTA Requirements
  • Hours of Service and tracking requirements
  • DVIRs and truck maintenance
  • Understand CSA Score and Impact
• Understand regulations specific to your area including but not limited to local permits, local laws, restrictions, cab cards, City Permits, etc.
• Responsible for scheduling machine deliveries, pickups, and inter‑company branch transfers.
• Responsible for ensuring all rental services paperwork is accurate.
  • Rental Contracts
  • Pickup and Delivery Charges for Rentals
  • Sales Contracts
  • Sales Invoices
  • Inter Company Transfers
  • Assist counter sales team in quoting freight rates
  • Assist the counter sales team in obtaining signed contracts
• Responsible for monitoring all driver paperwork; daily inspection logs, rental contracts updated & signed, condition reports are filled out and signed.
• Inventory Management – ensures all company assets are accounted for and documented properly.
• Sourcing Brokers - Build and maintain relationships with local vendors for both in and out of state equipment moves. Leverage those relationships to deliver cost effective solutions for the company and the customer.
• Supervise, mentor, and develop drivers to ensure the highest level of customer satisfaction with regards to on‑time deliveries, drop & pickup points, equipment needs, etc.
  • Responsible for adhering to pick up and delivery guidelines.
  • Responsible for working with the counter team to coordinate with customers on machine security onsite until pickup is complete
  • Utilize company supplied tools and software
• Monitors and maintains time and attendance transactions. Reviews and approves time clock records for Drivers.
• Directs, motivates, and provides leadership for Drivers. This includes but is not limited to:
  • Administering policy and procedures
  • Coaching, mentoring, and training
  • Assuring employee satisfaction and retention.
• Supervise drivers’ daily start & finish times to ensure maximum efficiency while meeting customer requirements.
• Utilize company supplies tools and software to ensures safe and within DOT Guidelines for load maximization and route efficiency.
• Maintains communication lines between all MFC branches, customers, sales, and service.
• Performs related duties as assigned by supervisor.

Supervisory Responsibilities:

• No formal supervisory responsibilities

Position Requirements

Required:

• Knowledge, skills, and abilities typically acquired through a high school education, technical training, or a college degree.
• A basic knowledge of equipment, construction industry including:
• Phases of construction
• Equipment
• Mechanical aptitude
• Technical aptitude
• Desire to continually learn the about advancements and changes in the industry.
• Minimum two years of experience working with heavy equipment or working in the construction industry.
• Familiarity with surrounding areas is highly preferred
• Able to read and understand maps of the city and surrounding areas.

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Excellent interpersonal and customer service skills.
• Excellent communication skills, including verbal, written, non‑verbal and listening skills.
• Excellent analytical skills such as problem solving and the ability to interpret policies, procedures, and guidelines.
• Adept to maintain composure and professionalism in a fast paced, ever changing environment with internal and external customers.
• Proficient computer skills, including experience using Microsoft Office and a wide variety of Web Based applications. Ability to operate a computer and necessary programs such as Microsoft Office products and database systems
• Excellent communication skills, including verbal, written, and listening
• Ability to apply knowledge of DOT regulations to the workplace to ensure compliance
• Ability to apply understanding of fleet capacity and business volume to ensure timely and cost‑effective deliveries and pick‑ups.
• Has a technical understanding of safe loading and unloading procedures
• Understands Truck and Trailer capabilities and capacities limitations for our fleet
• Understands machine weights and specifications and the impact those have on loading & hauling of equipment
• Understands how to safely secure equipment on delivery vehicles
• Understand regulations specific to your area including but not limited to local permits, local laws, restrictions, cab cards, City Permits, etc.
• Must understand Dispatch Metrics

Other Requirements of Position

• Works under close supervision. Employee may act independently for reoccurring assignments, but supervision is readily available for unfamiliar situations or problems.
• Major responsibilities typically require a modest amount of creativity and latitude. Employee typically operates under general instructions with some established procedures and policies
• Errors, if they occur, take some effort to find
• Errors can be fixed with little effort or expense and minor effect on the company
• Incumbent performs duties broad in scope and must interpret and apply policies, procedures, guidelines, and laws that are generally easy to follow, including CAT guidelines and company policies and procedures, DOT, and other Regulations. Recognizes error in judgment or procedure such as not completing a contractual agreement or a job order could impact revenues, expenses, operating profits, legal compliance, customer relations and company reputation.

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs. All MacAllister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.