Receiving & Shipping Dispatcher
Job Description Job Description Description (objectives of the position): The Receiving & Shipping dispatcher coordinates all inbound and outbound produce shipments within a fast-paced warehouse environment. This position is responsible for scheduling deliveries, dispatching trucks, verifying shipping and receiving documentation, communication with carriers and warehouse personnel, and ensuring accurate movement while maintaining cold-chain and food safety standards. Duties and Responsibilities Receiving Dispatcher Responsibilities: Schedule inbound produce deliveries and receiving appointments Coordinate unloading of inbound trucks Verify Bills of Lading (BOL), manifests, packing lists, and purchase orders Enter receiving data into warehouse management systems (WMS) Communicate with growers, suppliers, drivers, and warehouse staff Assign dock doors and coordinate unloading priorities Monitor cold storage and product rotation procedures (FIFO Review emails at the beginning of each shift to identify pending inbound loads, with special attention to loads received or left pending from the previous night. Prepare and organize all documentation required for daily receiving and shipping activities, including receiving reports, temporary employee check-in sheets, and daily activity logs. Enter and update Shipping Identification Numbers (SIDs) on the pre-receiving list, particularly for papaya shipments and other designated commodities. Greet and assist incoming drivers, ensuring all drivers properly sign in and provide complete and accurate information, including date, arrival time, customer name, destination, purchase order (PO) numbers, and other required shipment details. Verify that inbound shipments match the information listed on the Bill of Lading (BOL) and other supporting documentation. Communicate with Customer Service Representatives (CSRs) to investigate and resolve any discrepancies between received loads and shipping documentation. Coordinate dock assignments and direct drivers to the appropriate receiving doors to ensure efficient unloading operations. Obtain required approvals and signatures on receiving documentation, including signatures from the Logistics Lead and Inbound Dock Supervisor on receiving reports and Bills of Lading. Update receiving documents with Shipping Identification Numbers (SIDs), destination information, purchase order numbers, and other required shipment details. Return signed and completed paperwork to drivers and authorize their release from the receiving dock once all receiving requirements have been completed. Process receiving notifications by scanning and electronically filing all receiving documents in designated SharePoint folders according to company document control procedures. Communicate receiving confirmations to Customer Service Representatives by email, including scanned supporting documentation, pallet counts by customer, Shipping Identification Numbers (SIDs), and shipment status updates. Maintain accurate records of all inbound shipments and ensure timely communication among Operations, Logistics, Customer Service, and warehouse personnel. Support compliance with company policies, customer requirements, and food safety, quality, and traceability standards throughout the receiving process Shipping Dispatcher Responsibilities: Coordinate outbound shipment schedules and dispatch trucks Prepare shipping documents, BOLs, labels, and manifests Verify orders are correctly staged and loaded Communicate load details and pickup times with carriers and customers Track shipment departures and delivery updates Ensure outbound loads meet customer specifications and temperature requirements Resolve shipping discrepancies and delays Maintain accurate shipment logs and inventory records Inform Food Safety once dock door is assigned to perform truck inspections. Contact the truck driver if the truck inspection does not meet the requirements to address the situation. Ensure drivers sign all required paperwork For out- of-State loads, verify load locks, apply seals, take photos, and upload them to the appropriate chats. Notify teams when trucks depart and file all documentation and photos. Update the “live recap” through the day based on incoming and outgoing loads. At the end of the day verify all customers files and load ID’s (some customers require multiple load ID’s per day). Verify the Recap accuracy is confirmed. Sent with interested parties the End -of Day- Daily report including completed loads, pending loads and damages (this include supporting links and photos). Share screenshots (Boomi, Numina, Ready to Leave, Airbags). Other Responsibilities: Follows all safety and health guidelines relevant to the food industry. Required to follow all Quality System Management requirements for this position and facility operations. Required to comply with and ensure all general safety, OSHA, USDA/APHIS, FDA and State of Texas regulations for position and facility operations. Adhere to all instructions related to Food Defense, Good Manufacturing Practices (GMP), and HACCP programs. Maintain compliance with the Quality and Food Safety Management System, aligning with internal policies and external regulatory requirements. Follow all GMP protocols to uphold proper manufacturing practices and hygiene standards. Ensure adherence to Standard Operating Procedures (SOPs) to maintain consistency, safety, and quality. Immediately report deviations or concerns regarding food safety, product quality, or workplace safety to the supervisor. Maintain a clean, organized, and hygienic work environment at all times. Actively participate in all Food Safety, Quality, and Safety-related training sessions and initiatives. Qualifications (specific requirements needed to be qualified for the position) High school diploma or GED preferred. 1 - 3 years warehouse dispatching or logistics experience is required Produce warehouse or cold storage experience preferred Experience with shipping/receiving documentation and procedures Experience using Microsoft Office, particularly Excel, for data tracking, reporting, and operational support Bilingual English/Spanish strongly preferred Knowledge of Warehouse Management System ( WMS) Strong multitasking and communication skills Numerical Skills/ Mathematic and inventory skills is required Strong attention to detail is a must Ability to work independently and as part of a team. Strong attendance and reliability. Ability to work efficiently under pressure and productivity standard in a fast-paced operations. Familiarity with: Bill of Lading (BOL’s) RF scanners Inventory System Load Scheduling Temperature-Controlled Freight Other Requirements: Demonstrated sense of urgency Strong common sense and the ability to follow both simple and complex instructions effectively. Highly detail-oriented, well-organized, and adaptable to dynamic work environments. Proven collaboration and relationship-building skills across teams and departments. Energetic and flexible team player with a positive, can-do attitude. High level of initiative; thrives in both independent and team-based settings. Communicates effectively and establishes strong channels of communication with all relevant stakeholders. Work Environment and Physical Requirements : (Describe whether exposed to chemicals, indoor or outdoor conditions, confined spaces, heights or other specific work area characteristics). Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this role. The role involves a combination of work in a standard office setting and time spent outdoors or in the facility. Frequent activities include sitting, standing, walking, reaching with hands and arms, grasping with hands and fingers, climbing or balancing, and lifting objects up to 50 pounds. Physical demands include bending, twisting, pushing, pulling, climbing, squatting, crawling, and kneeling. Regular use of computers, telephones, and writing instruments is required. A significant portion of time is spent in refrigerated environments, requiring prolonged standing and walking. The employee may occasionally be exposed to moving mechanical parts and facility vehicles. The operational area is typically loud, while the office environment ranges from quiet to moderately noisy. Must be able to frequently lift and/or move up to 50 pounds. Requires clear communication abilities, including the capacity to detect, discern, and hear in a noisy industrial environment. Requires close vision and the ability to adjust focus for the operation, inspection, and monitoring of equipment and systems. Regular exposure to low permissible levels of ionizing radiation; therefore, this role is not suitable for individuals with pacemakers or certain medical implants. Must be able and willing to work overtime, weekends, holidays, and rotating or varying shifts as business needs demand. This position requires constant work in a refrigerated environment with an average temperature of 41°ree;F.
