Specialist, Dispatch

Campbell-Oil-Company; Village of Brockport (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life insurance

Disability

401k

Paid time off

Remote work in select roles

Monthly teambuilding

Everyday Pay

Flexible schedules

Professional Training

Advancement opportunities

Leadership Training

Job summary

Campbell-Oil-Company is seeking a Dispatch Specialist in Brockport, NY to manage external and internal fuel orders with a focus on supply continuity and cost efficiency.

You will oversee lead dispatch activities, monitor communications, and coordinate with sales and carriers to ensure on-time deliveries and optimal sourcing. The role emphasizes data-driven reporting and team collaboration.

Qualifications

• Associates or Bachelor’s degree plus 2 years work experience preferred.
• Strong organizational skills in a structured environment.
• Detail oriented with ability to progress on multiple tasks or projects.
• Excellent communication skills.

Responsibilities

• Lead dispatch duties for external customers in the commercial/wholesale and dealer divisions.
• Monitor the dispatch phone and fuel order e-mail inbox Monday-Friday 7am-5pm, with weekend dispatch rotation.
• Enter and dispatch all fuel orders through the company’s dispatch system.
• Inventory management; bids; sales; communicate status of new and existing orders to sales reps and customers.
• Update and maintain current contact lists for all carrier contact information; provide sourcing as needed.
• Maintain inventory levels at corporate bulk plants and other locations; identify backup sources.
• Process setup requests for new carriers in our system and ensure paperwork is complete.
• Continuously update the master terminal/carrier spreadsheet with current loading codes.
• Monitor carriers to ensure correct sources are used and billback for unnecessary charges.
• Report carrier errors/issues to the Supply & Distribution Manager for resolution.
• Daily self-tracking of dispatch metrics and weekly reporting to the Supply & Distribution Manager.

Skills

Organizational skills

Detail oriented

Analytical skills

Excellent communication

Education

Associates or Bachelor’s degree

Tools

Excel

Job description

Hometowne-COC Dispatch SpecialistBrockport, NYJoin us as we grow together personally and professionally! Four Generations of family leadership continue to make it our vision to leave people better than we found them. We are more than an oil company, convenience store or restaurant, we are a family! We are improving the lives of those we touch every day by valuing the customer, caring for our 1000+ team members, and supporting our communities that we are honored to serve.POSITION OVERVIEWThe Dispatch Specialist is responsible for customer order acceptance and lead dispatching activities within the Wholesale & Commercial fuels division. Additionally, they are responsible for managing inventories at certain company and customer locations and ensuring that these locations always have supply continuity. They will also participate in some product purchasing when needed to maintain supply and/or reduce purchase costs versus other available sources. They will provide weekly reporting of their activities to the Senior Director of Wholesale Fuels. A detailed Job Description will be available when you begin employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. Begin building your career and apply now for these great benefits!BENEFITS OVERVIEWFamily first atmosphereBenefits to fit your needs: Medical, Dental, Vision, Life, Disability, 401kCompetitive Total Compensation Plans with 401k matchPaid time off in your first yearTeam first environmentPaid Gym MembershipsRemote work in select rolesMonthly teambuilding exercisesEveryday Pay if neededFlexible Schedules to attend family eventsProfessional TrainingAdvancement opportunitiesLeadership TrainingESSENTIAL JOB FUNCTIONSPerform lead dispatch duties for external customers in the commercial/wholesale and dealer divisions, as well as for internal customers minuteman food stores and bulk plant operationsMonitor the dispatch phone and fuel order e-mail inbox Monday-Friday 7am-5pm, as well as participating in a weekend dispatch rotation with two other team members, receiving calls, text, and e-mail customer orders. Enter and dispatch all fuel orders thru the companies dispatch system:Same Day ordersInventory managementBidsSalesCommunicate the status of new and existing orders to sales reps and to customers who may be requesting such informationUpdate and maintain current contact lists for all carrier contact informationProvide same day sourcing for all same day loads and also provide backup sources as needed by carriers who have run into product allocation issuesIn backup situations, find and secure spot purchases below the lowest available cost on any days when such opportunities are available (predominantly on days when the futures market is flat or down)Maintain good working relationships with our book of carriers and use those relationships to learn about new potential suppliers and or customer opportunitiesSuccessful management of inventory levels at all corporate bulk plants, and certain transport, dealer and corporate operated c-stores.As a backup, to real-time dispatch functions, this role will process setup requests for new carriers, or carriers in new markets, with all applicable suppliers and follow up through confirmation of completionComplete all paperwork needed to setup COC within the carrier’s system and collect all paperwork from the carrier needed to setup them up in our system.Continuously update the master terminal/carrier spreadsheet, including all supplier/terminal/carrier combinations with current loading codesMonitor carriers to ensure that the correct sources are lifted and that splits or other ancillary charges are warranted, and billback for any cost increases incurred by COC due to failure to lift the correct source and/or unwarranted ancillary chargesReport any carrier errors/issues to the Supply & Distribution Manager whereby the error/issue either costs the company money, and/or created a service complaint with the customerDaily self-tracking of certain supply and dispatch metrics and weekly reporting to the Supply & Distribution Manager.Participate in product purchasing when needed to maintain supply and/or reduce purchase costs versus other available sources.#mmhpKey Performance IndicatorsDispatch daily accuracy trackingAny runouts from dealer, commercial, or internal customers caused by improper dispatchingAny incorrect sources given to carriers that cause us to pay a higher cost for fuelAny failure to catch a mid-day price increase and send updated sourcing to the carrierThe goal is to have zero negative issues caused from improper dispatchingEach week a summary report of any issues will be created by the Supply & Distribution ManagerPercentage of loads booked versus orders receivedMonitor the dispatchers timeliness in calling carrier to book loadsMonitor the thoroughness of calling all available carrier options in a given region to attempt to cover the loadsReview the communication process between the dispatcher and sales to make sure that we have explored all possible acceptable receiving times from the customer’s perspectiveEach week a summary report of any loads lost because of inability to the loads bookedPHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to sit, hear, use hands to type data, operate business equipment and dial the telephone. They are regularly required to talk and hear. The employee is frequently required to stand, walk, sit, and lift up to 30 lbs.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.EDUCATION & QUALIFICATIONS:Associates or Bachelor’s degree plus 2 years work experience preferredStrong organizational skills and able to work well in a structured environmentDetail focusedAbility to make continuous forward progress on multiple tasks or projectsPossess advanced analytical skillsExperienced computer skills working in ExcelExcellent communication skillsCommitment to Excellence and holding team to highest standardsPHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to sit, hear, use hands to type data, operate business equipment and dial the telephone. They are regularly required to talk and hear. The employee is frequently required to stand, walk, sit, and lift up to 30 lbs.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.