ROLE SCOPE & EXPECTATIONS The Dispatch Coordinator is expected to operate as the daily control point for dispatch execution. The role is not limited to assigning resources; it requires ownership of operational accuracy, responsiveness, escalation, coordination, and reporting. The position requires strong judgment, disciplined follow-up, and the ability to manage multiple moving parts in a live operations environment. The Dispatch Supervisor must be comfortable making quick decisions, communicating clearly, and ensuring that field resources are deployed effectively to meet client and project needs. This role will work closely with U.S.-based Operations, Project Managers, inspectors, drivers, HR, Accounting, and India-based support teams. KEY RESPONSIBILITIES 1. Daily Dispatch Operations Supervise daily dispatch of inspectors, engineers, drivers, and field personnel to active project sites. Review and manage daily dispatch requirements, project requests, staffing availability, equipment needs, and field priorities. Use dispatch systems and internal tools to assign resources accurately and on time. Monitor dispatch execution throughout the shift and adjust assignments as project needs change. Ensure timely communication of assignment details, location changes, schedule changes, cancellations, and urgent updates. Perform daily dispatch close-outs and confirm that all required dispatch records are complete. Identify scheduling conflicts, staffing shortages, missed assignments, late responses, and operational gaps. Escalate urgent dispatch issues to U.S. Operations leadership when required. 2. Resource Planning & Utilization Optimize utilization of inspectors, engineers, drivers, vehicles, and equipment. Review available resources and match personnel to project requirements, client needs, certifications, geography, and timing. Track daily and weekly workload forecasts to support proper staffing and field coverage. Coordinate with Project Managers to plan upcoming project needs and resource requirements. Support improved utilization, reduced downtime, reduced last-minute gaps, and better deployment planning. Identify recurring operational issues and recommend improvements in dispatch planning and workflows. 3. Team Coordination & Supervision Provide day-to-day guidance to Dispatch Administrators, dispatch support staff, and related operations support team members. Monitor dispatch team responsiveness, accuracy, follow-up, and completion of routine tasks. Help train junior dispatch or operations support staff on dispatch workflows, communication standards, and escalation protocols. Ensure team members follow defined SOPs, documentation standards, and operational timelines. Promote a calm, accountable, and solution-oriented work workplace. Support performance tracking by identifying errors, delays, missed handoffs, and areas requiring coaching. 4. Project Manager & Client Coordination Coordinate regularly with U.S.-based Project Managers to understand project schedules, staffing needs, client expectations, and field priorities. Review email requests, project updates, and urgent dispatch communications to ensure customer requirements are properly addressed. Communicate professionally with clients,



client representatives, inspectors, drivers, vendors, and internal teams as needed. Ensure client-facing communication is timely, accurate, and aligned with AEIS service standards. Support prompt resolution of schedule changes, staffing concerns, site access issues, and dispatch-related client requests. 5. Equipment, Vehicle & Fleet Coordination Coordinate equipment deliveries, pickups, transfers, and returns between job sites, laboratories, and storage locations. Track equipment movement, dropped equipment, retrieved equipment, missing equipment, and field tool requirements. Coordinate with internal teams to ensure inspectors have the required tools and equipment to perform assigned work. Maintain or support tracking of driver logs, fleet schedules, vehicle use, route adjustments, and vehicle maintenance records. Coordinate driver route distribution and adjustments based on field priorities and operational efficiency. Flag vehicle, equipment, or logistics issues that may impact project execution. 6. Administrative, Compliance & Reporting Support Review and support timesheet accuracy, job logs, approved sign-in sheets, and dispatchrelated documentation. Coordinate with HR for inspector certifications, training records, access passes, background checks, and client clearance requirements. Assist Accounting and Operations teams with billing support, utilization reconciliation, payroll-related verification, and troubleshooting. Maintain accurate dispatch records, reports, trackers, and operational documentation. Prepare routine dispatch summaries, issue logs, utilization updates, and other reports as required. Support compliance with AEIS quality, documentation, and operational standards. 7. Issue Resolution & Escalation Identify dispatch discrepancies, staffing gaps, delayed responses, equipment conflicts, timesheet mismatches, and field coordination problems. Troubleshoot operational issues quickly and coordinate resolutions with the appropriate stakeholders. Escalate urgent or recurring issues to Operations leadership in a timely and structured manner. Maintain composure under pressure and support smooth execution during high-volume or urgent dispatch periods. Help build stronger dispatch processes by identifying recurring pain points and recommending SOP improvements. KEY ACCOUNTABILITIES Accurate and timely daily dispatch execution. Strong supervision of dispatch workflow and support team performance. Proper tracking of personnel, vehicles, equipment, job assignments, and field movement. High responsiveness during early U.S. morning field operations. Clear coordination with U.S. Operations, Project Managers, inspectors, drivers, HR, Accounting, and India support teams. Reduction in missed dispatches, scheduling errors, rework, and unresolved escalations.



Timely completion of dispatch close-outs, reporting, timesheet reviews, and operational trackers. Strong client service mindset and professional communication. MAJOR ROUTINE TASKS Daily dispatch planning, scheduling, and live coordination. Supervisor review of dispatch assignments and resource allocation. Communication with inspectors, engineers, drivers, Project Managers, and Operations leadership. Equipment, vehicle, and fleet tracking. Timesheet, sign-in sheet, job log, and dispatch record review. Weekly coordination with Project Managers on staffing and upcoming project needs. Issue resolution, escalation, and follow-up. Dispatch close-outs, reporting, and utilization tracking. Monitoring team performance and coaching dispatch support staff. Supporting SOP adherence and process improvement. QUALIFICATIONS & EXPERIENCE Bachelors degree in Business Administration, Operations, Logistics, Construction Management, Engineering, or a related field preferred. Minimum 46 years of experience in dispatch, logistics, operations coordination, field service coordination, workforce scheduling, transportation coordination, construction operations support, or similar roles. Prior experience supervising dispatch coordinators, operations coordinators, drivers, field staff, or administrative support teams preferred. Experience in construction, testing, inspection, engineering services, infrastructure, facilities, logistics, transportation, or field services will be strongly preferred. Strong proficiency in Microsoft Office, especially Excel, Outlook, and Word. Working knowledge of Google Workspace, including Google Sheets, Docs, Gmail, and Drive. Ability to quickly learn dispatch platforms, ERP systems, workforce management tools, project tracking systems, and internal operating systems. Comfortable working U.S.-aligned hours and supporting time-sensitive field operations. REQUIRED SKILLS Strong dispatch, scheduling, coordination, and follow-up skills. Excellent communication skills, both written and verbal. Ability to supervise work calmly and effectively in a high-pressure environment. Strong attention to detail and accuracy. Ability to prioritize urgent issues and make practical decisions quickly. Strong Excel and reporting skills. Ability to coordinate across multiple stakeholders, time zones, and project priorities. High ownership mindset with the ability to close loops without repeated follow-up. Professional client-service orientation. Ability to work independently while staying aligned with U.S. Operations leadership.

DESIRED ATTRIBUTES Calm under pressure and reliable during urgent operational situations. Highly organized, disciplined, and process-driven. Strong sense of accountability and ownership. Practical problem-solver with good judgment. Comfortable managing multiple moving parts at the same time. Clear, confident, and respectful communicator. Team-oriented leader who can guide junior staff without creating friction. Willingness to learn U.S. infrastructure operations and grow into a broader operations leadership role. Strong work ethic and comfort with early U.S. morning dispatch requirements.

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📌 Dispatch Supervisor (Delhi)
🏢 White Force Outsourcing Services
📍 Delhi