Job Description

Scale Operator – Roles & Responsibilities

Position Overview

The Scale Operator plays a central role in the day-to-day operations at Dakota Hardscape Supply. This position manages truck weighing, product transactions, customer interaction, dispatching deliveries, and ensuring accurate documentation for all bulk material sales. Because most business flows through the scale window, the Scale Operator must demonstrate strong attention to detail, product knowledge, and customer service skills.

Primary Responsibilities

1. Customer Service & Frontline Communication

• Greet customers promptly and professionally as they pull up to the scale window.
• Provide clear instructions on loading procedures and direct customers to the correct aggregate or material bin.
• Issue high-visibility vests to customers entering the yard to ensure safety compliance.
• Communicate courteously with contractors, homeowners, delivery drivers, and internal staff.

2. Weighing Procedures & Documentation

Accurate weighing is essential to bulk material sales. The Scale Operator must:

• Record the customer’s empty vehicle weight when they first arrive at the scale.
• Ensure the vehicle is fully on the scale and stationary before capturing weight.
• Obtain the final weight after loading is complete.
• Calculate net weight and convert pounds to tonnage, which is how aggregate is sold.
• Double-check math and confirm accuracy before completing the transaction.

Weight Log

• Record every weight in the official weight log—no exceptions.
• Maintain clear, legible, and chronological entries for auditing and tracking purposes.
• Report any scale discrepancies to management immediately.

3. Loader Communication

Relay product orders to the Loader Operator, including:

• Type of material
• Required tonnage
• Vehicle description (color, type, unique identifiers)
• Ensure communication is precise and timely to avoid incorrect loads or delays.

4. QuickBooks POS Responsibilities

• Enter transactions accurately into QuickBooks POS.
• Process cash, card, or account charges with precision.
• Apply contractor discounted pricing for account holders.
• Always record job names for contractors with accounts before finalizing the transaction.
• Look up customer accounts, verify pricing, and update records when necessary.

5. Dispatch Responsibilities

The Scale Operator is responsible for managing the daily delivery schedule, including:

• Reviewing delivery orders placed by reception, sales staff, or incoming customers.
• Coordinating and scheduling deliveries based on driver availability and route efficiency.
• Prioritizing time-sensitive deliveries and ensuring on-time departures.

Communicating clearly with drivers regarding:

• Material type
• Delivery location
• Special instructions
• Load sizes and multiple-stop routes
• Updating management if deliveries become delayed or require rescheduling.

6. Product Knowledge Expectations

The Scale Operator should maintain a strong working knowledge of Dakota Hardscape Supply’s product lines, including:

• Bulk Aggregates
• Understand the differences between gravel varieties, sand types, base materials, and decorative stone.
• Know which aggregates may require specific loading instructions or limitations.
• Pavers & Hardscape Materials
• Recognize common paver types and brands.
• Know where paver materials are stored and how to enter them into QuickBooks POS.
• Showroom & Accessory Items
• Be familiar with lawn/paver edging, Tru-Scape lighting products, and Aquascape items to answer basic customer questions, with complex inquiries referring to sales staff.

This position requires more product knowledge than reception, but not at the sales-expert level.

7. Cash Handling & Transaction Accuracy

• Handle cash, card payments, and account charges responsibly and securely.
• Follow company policies for cash drawers, end-of-day report, and receipt handling.
• Prevent pricing mistakes by verifying the correct product and tonnage before charging.
• Report suspicious transactions or discrepancies immediately.

8. Workplace Safety & Yard Coordination

• Ensure customers entering the yard comply with safety rules (e.g., wearing high-vis vests).
• Monitor scale traffic and prevent unsafe movement of trucks or equipment.
• Coordinate with yard staff to keep traffic flowing and avoid congestion.
• Identify and report hazards or unsafe behavior.

9. Administrative & Record-Keeping Responsibilities

• Ensure all weight logs, transaction slips, and delivery schedules are accurate and complete.
• File or store documents as instructed for daily reporting.
• Maintain a clean, organized scale house and customer window area.
• Restock high-vis vests, receipts, pens, and office materials as needed.
• Performance Expectations
• Maintain high accuracy in weighing, math, and recordkeeping.
• Demonstrate strong communication with Loader Operators, drivers, and customers.
• Keep the scale traffic moving efficiently and safely.
• Ensure deliveries are coordinated and dispatched on time.
• Display a friendly, professional demeanor in a high-volume environment.
• Protect the integrity of pricing, materials, and company resources through careful handling of all transactions.