Office and Dispatch Coordinator at Robbins Manufacturing Co – Lake City, Florida

Job Summary

Robbins Manufacturing is seeking a highly organized and proactive Office and Dispatching Coordinator for our Lake City facility. This role serves as a critical link between our production, inventory, and transportation teams. You will manage production/inventory reconciliations, coordinate site to site transfers, and handle front-counter dispatching between our shipping team and third-party drivers. This role also includes daily financial and administrative support. The ideal candidate thrives in a fast-paced environment and possesses strong problem-solving skills to navigate daily logistical challenges.

Key Responsibilities

Inventory & Production Coordination

· Dry Kiln Management: Verify dry kiln status daily and communicate updates to the team. Collaborating with production leads to troubleshoot and resolve issues.

· Inventory Reclassification: Manage daily inventory reclassifications and handle inventory reclass requests for management to ensure accurate records.

· Transfers: Coordinate all Lake City transfers by releasing inventory and notifying relevant departments. Manage inbound transfers from site to site, ensuring all loads are verified and released properly.

Financial & Administrative Support

· Accounts Payable: Process all receivers, accurately identifying purchase order numbers and calculating landed costs.

· Invoicing: Manage the invoicing process for shipments, resolving pricing discrepancies or inventory gaps as they arise.

· Inbound Freight Billing: Process weight tickets and payments for "Barky" and by product shipments.

· Reporting: Provide regular breakdowns of count, quantity, cubic feet, and tonnage to management.

Dispatch & Front Counter Operations

· Scale Operations: Scale inbound and outbound trucks.

· Driver & Visitor Support: Serve as the primary point of contact at the front window, assisting sales teams with driver coordination and helping visitors.

· Office Management: Answer multi-line phones, order office supplies, and provide administrative backup to colleagues.

General Requirements & Qualifications

· Education: High school diploma or equivalent.

· Experience: 2+ years of experience in an office administrative or dispatching role, ideally within a manufacturing or industrial setting.

Technical Skills

o Proficiency in Microsoft Office Suite (Outlook, Excel, etc.).

o Experience with inventory management software preferred.

Soft Skills

o Problem-Solving: Ability to "run down" inventory issues and resolve complex logistical hurdles independently.

o Multitasking: Capable of managing multiple priorities at the same time.

o Communication: Strong verbal and written skills for constant coordination with co-workers and management.

Physical Requirements: Ability to remain stationary at a desk for extended periods and occasionally lift to 15–25 lbs. (office supplies/files).