Logistics Coordinator

Winchester Equipment Co.; Winchester (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

Winchester Equipment Co. in Winchester, VA is seeking a Logistics Dispatch to plan, schedule, and monitor the safe, timely movement of equipment.

You will act as the central contact for customers, sales, service, rental, and drivers, maintaining records and ensuring a professional experience from scheduling through delivery. Responsibilities include coordinating pickups, tracking status, preparing shipping documents, and ensuring carrier compliance with safety and regulatory requirements.

Qualifications

• Strong organization, scheduling, and attention to detail.
• Clear, professional verbal and written communication.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Schedule and coordinate equipment pickups, deliveries, transfers, and returns.
• Track transportation activity and communicate status updates.
• Prepare, review, and retain transportation documents and freight invoices.

Skills

Organization skills

Communication

Multitasking

Problem solving

Customer focus

Maps reading

Education

High school diploma

Logistics coursework

Tools

Microsoft Office

Routing tools

Dealership software

Job description

Position Summary

The Logistics Dispatch plans, schedules, and monitors the safe, timely, and cost-effective movement of agricultural, construction, material-handling, outdoor-power, rental, customer, and company-owned equipment. This position serves as the central point of contact among customers, sales, service, rental, parts, branch personnel, drivers, and third-party carriers. The Logistics Dispatch maintains accurate transportation records, communicates changes promptly, resolves delivery issues, and supports a professional customer experience from scheduling through completion.

Essential Duties and Responsibilities

• Schedule and coordinate equipment pickups, deliveries, transfers, demonstrations, and returns for customers, dealership locations, vendors, auctions, and job sites.
• Prioritize transportation requests based on customer commitments, equipment readiness, driver availability, location, load requirements, and business needs.
• Assign deliveries to company drivers or qualified third-party carriers and provide complete instructions, addresses, contact information, equipment details, and required timelines.
• Track transportation activity from dispatch through completion and communicate status updates, delays, schedule changes, or service concerns to affected parties.
• Confirm that equipment is released and ready for transport, including required inspections, attachments, keys, manuals, fuel or charge levels, and supporting documents.
• Coordinate with sales, service, rental, parts, and yard personnel to ensure equipment is staged safely and accurately for loading or unloading.
• Prepare, collect, review, and retain bills of lading, delivery tickets, inspection forms, freight invoices, proof-of-delivery records, permits, and other transportation documentation.
• Assist in arranging appropriately rated trucks, trailers, permits, escorts, or specialized hauling services for oversized, overweight, or unusual loads.
• Verify carrier qualifications, insurance documentation, rates, and invoices in accordance with company procedures.
• Support compliance with applicable company policies and federal, state, and local transportation and safety requirements; promptly report accidents, damage, unsafe conditions, or documentation concerns.
• Respond professionally to customers and internal team members, resolve routine delivery issues, and escalated significant service, safety, damage, or cost concerns to management.
• Maintain accurate scheduling boards, transportation logs, customer records, and dealership-system entries.
• Review routes, backhaul opportunities, carrier use, wait time, and freight expense to identify practical improvements in service, productivity, and cost control.
• Support driver communication, daily workload planning, and coordination among dealership locations.
• Perform other duties and special projects as assigned to support dealership operations.

Qualifications

• High school diploma or equivalent required; post secondary coursework in logistics, transportation, supply chain, business, or a related field is preferred.
• One or more years of experience in dispatching, transportation, logistics, equipment rental, dealership operations, customer service, or a related environment is preferred.
• Experience with agricultural, construction, material-handling, outdoor-power, or heavy equipment is preferred.
• Working knowledge of transportation scheduling, load coordination, shipping documentation, and basic freight practices is preferred.
• Proficiency with email, Microsoft Office applications, routing or mapping tools, and business-management or dealership software.
• Valid driver’s license and an acceptable driving record may be required based on assigned duties.

Required Knowledge, Skills, and Abilities

• Strong organization, scheduling, follow-through, and attention to detail.
• Clear, professional verbal and written communication.
• Ability to manage multiple priorities, frequent interruptions, and time-sensitive changes in a fast-paced environment.
• Sound judgment and practical problem-solving skills, including the ability to develop contingency plans when transportation is disrupted.
• Customer-focused approach with the ability to work collaboratively across departments and locations.
• Ability to read maps, understand equipment dimensions and weights, and match loads with appropriate transportation resources.
• Commitment to accuracy, confidentiality, safety, and compliance with company procedures.

Physical Requirements

• Ability to remain in a seated or standing position and use a computer, telephone, and other office equipment for extended periods.
• Ability to walk through dealership lots, shops, warehouses, and equipment yards; bend, reach, climb steps, and inspect equipment or loads as needed.
• Ability to lift and carry up to 25 pounds independently.
• Ability to work around moving vehicles and equipment, noise, dust, fumes, and varying weather conditions, with or without reasonable accommodation.

Work Schedule and Environment

This is generally a full-time position in an office and dealership environment. The role regularly interacts with shop, yard, loading, customer, and job-site operations. Scheduled hours may vary according to customer commitments and business needs, and occasional early-morning, evening, weekend, or weather-related coordination may be required.

Safety Responsibilities

Follow all company safety rules, use required personal protective equipment, remain alert around trucks and equipment, and immediately report accidents, injuries, damage, hazards, or suspected regulatory concerns. The Logistics Dispatch may stop or elevate a planned movement when conditions, equipment, documentation, or carrier arrangements appear unsafe or noncompliant.

Equal Employment Opportunity

The company is an equal opportunity employer and administers employment practices without regard to any characteristic protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not an exhaustive list of all duties, responsibilities, qualifications, or working conditions. The company reserves the right to modify, assign, or remove duties and revise this job description as business needs require. Nothing in this description alters the at-will employment relationship, where applicable.