What are the responsibilities and job description for the Service Coordinator / Dispatch position at James River Petroleum?
COMPANY OVERVIEW
James River Petroleum is a full-service consultative fuel provider. We service commercial, government, residential, and retail markets nationwide with an emphasis on customized solutions. We offer our customers a nationwide fuel card program, bulk and strategic delivery services, fixed/hedged pricing based or contract partnerships, inventory management, and much more. Incorporating technology, conducting market research, and providing on-going communication and education are the core elements of our approach. James River is headquartered in Ashland, VA with satellite offices in Georgia.
Location: Ashland, VA
We are seeking a detail-oriented and proactive individual to manage and coordinate maintenance projects and logistics across our facility. This role is crucial in supporting our Operations team by ensuring efficient scheduling, documentation, communication, and administrative tasks. You will oversee maintenance activities and dispatch operations to ensure smooth, timely, and cost-effective execution.
Location: Ashland, VA
We are seeking a detail-oriented and proactive individual to manage and coordinate maintenance projects and logistics across our facility. This role is crucial in supporting our Operations team by ensuring efficient scheduling, documentation, communication, and administrative tasks. You will oversee maintenance activities and dispatch operations to ensure smooth, timely, and cost-effective execution.
Key Responsibilities
- Serve as the primary point of contact for drivers, customers, and internal teams, ensuring clear and timely communication.
- Manage incoming calls, emails, and messages, directing them to appropriate personnel as needed.
- Coordinate with drivers to confirm delivery schedules, routes, and any special requirements.
- Liaise between internal departments, maintenance teams, and external contractors.
- Schedule facility and equipment maintenance projects, including preventive and corrective maintenance.
- Assign and monitor delivery routes for drivers, optimizing schedules to ensure timely deliveries.
- Adjust schedules in real-time to accommodate changes, delays, or urgent requests.
- Maintain accurate records of service activities, vendor interactions, equipment status, and compliance documentation.
- Process and file service tickets, ensuring all documentation is complete and up-to-date.
- Handle billing information and ensure proper coding for services rendered.
- Address customer inquiries and concerns promptly, providing solutions or escalating issues as necessary.
- De-escalate challenging situations with professionalism and empathy.
- Assist in preparing reports and presentations for management.
- Manage office supplies and equipment, ensuring availability and functionality.
- Support the Operations team with various administrative tasks as required.
- Track and manage work orders, ensuring tasks are completed on time and within scope.
- Ensure all maintenance activities comply with health, safety, and environmental regulations specific to the petroleum industry.
- Monitor safety stock levels of maintenance supplies and equipment.
- Develop and optimize maintenance procedures and schedules.
- Generate regular reports on maintenance metrics and project status for leadership review.
- Respond to urgent maintenance requests and support resolution efforts.
Qualifications
- Associate’s or Bachelor’s degree in Business, Facility Management, or related field preferred.
- High school diploma or equivalent; additional certifications in logistics or administration are a plus.
- 2 years of experience in a coordination or administrative role, preferably in industrial, petroleum, or facilities management settings.
- Minimum of 1 year in a dispatch or administrative role, preferably within the petroleum or logistics industry.
- Proficiency in Microsoft Office Suite and dispatch software.
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Ability to work under pressure and handle stressful situations.
- Knowledge of OSHA and environmental regulations is a plus.
- Experience with billing and invoicing processes is preferred.
Working Conditions
Monday to Friday, 8:00 AM – 5:00 PM; flexibility required for on-call duties during evenings or weekends.
Office setting with occasional field visits to coordinate with drivers or clients.
Monday to Friday, 8:00 AM – 5:00 PM; flexibility required for on-call duties during evenings or weekends.
Office setting with occasional field visits to coordinate with drivers or clients.
Compensation & Benefits
Salary: Competitive, commensurate with experience.
Benefits:
Health, dental, and vision insurance.
Paid time off and holidays.
Retirement plan options.
Professional development opportunities.
