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Key Responsibilities and Required Skills for Fleet Dispatcher

💰 $45,000 - $75,000

LogisticsTransportationSupply Chain

🎯 Role Definition

Welcome! We're seeking a dynamic and highly organized Fleet Dispatcher to become the central nervous system of our transportation operations. In this role, you are the critical link between our drivers, customers, and management team. You'll be responsible for orchestrating the movement of freight with precision, efficiency, and a commitment to safety. This is more than just a job; it's a command-center position for a problem-solver who thrives in a fast-paced environment and enjoys the challenge of making real-time decisions that directly impact our success. If you are a master of coordination and communication with a passion for logistics, we want you to help steer our fleet to excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Customer Service Representative (Logistics/Transportation)
  • Driver or Driver Manager Assistant
  • Warehouse Associate or Shipping/Receiving Clerk
  • Logistics Coordinator Assistant

Advancement To:

  • Lead Dispatcher or Dispatch Supervisor
  • Fleet Manager
  • Logistics Manager or Transportation Manager
  • Operations Supervisor/Manager

Lateral Moves:

  • Load Planner
  • Transportation Coordinator
  • Supply Chain Analyst

Core Responsibilities

Primary Functions

  • Strategically plan, schedule, and assign drivers and equipment to freight loads to ensure timely and efficient pickups and deliveries.
  • Serve as the primary point of communication for drivers, providing clear instructions, route updates, and support for any on-the-road issues, including breakdowns or delays.
  • Continuously monitor the location and status of all active fleet vehicles using GPS tracking software and Transportation Management Systems (TMS).
  • Proactively manage and resolve logistical challenges, such as traffic congestion, weather events, or customer-site delays, by rerouting and rescheduling as necessary.
  • Optimize driver routes to maximize efficiency, reduce fuel consumption, and ensure compliance with delivery windows and customer requirements.
  • Maintain strict adherence to all Department of Transportation (DOT) regulations, including managing driver Hours of Service (HOS) through Electronic Logging Devices (ELDs) to prevent violations.
  • Accurately input and update load information, driver statuses, and delivery confirmations in the company's TMS in real-time.
  • Foster positive and professional relationships with drivers, providing them with the necessary support to perform their duties safely and effectively.
  • Coordinate with customers, brokers, and shipping/receiving departments to provide accurate ETAs and communicate any potential service disruptions.
  • Manage appointment scheduling at shipper and receiver facilities, ensuring drivers arrive within designated timeframes.
  • Troubleshoot and escalate driver and equipment issues to the appropriate departments, such as maintenance for vehicle repairs or HR for driver concerns.
  • Prepare and distribute daily, weekly, and monthly reports on key performance indicators (KPIs) like on-time performance, mileage, and fleet utilization.
  • Verify the accuracy of all shipping documentation, including Bills of Lading (BOLs), Proof of Deliveries (PODs), and other necessary paperwork.
  • Negotiate rates with brokers for backhauls and spot freight opportunities to minimize empty miles and maximize profitability.
  • Conduct pre-planning of loads for the following day or week to ensure a smooth and continuous operational workflow.
  • Respond to urgent requests and changing priorities with a calm and methodical approach, ensuring minimal disruption to the overall operation.
  • Monitor driver performance and provide constructive feedback to promote safety, efficiency, and adherence to company policies.
  • Assist in the investigation and documentation of accidents, incidents, and service failures, contributing to root cause analysis and corrective action plans.
  • Ensure all freight movements are executed in a cost-effective manner, balancing service requirements with operational costs.
  • Collaborate with the safety department to promote a strong safety culture and ensure all drivers are compliant with safety protocols and training.

Secondary Functions

  • Assist with the onboarding and training of new drivers on company systems, policies, and operational procedures.
  • Collaborate with the maintenance department to effectively schedule preventative maintenance and repairs with minimal impact on fleet availability.
  • Process and verify driver-submitted paperwork, such as trip reports, fuel receipts, and expense reports, for timely payroll processing.
  • Provide after-hours and weekend on-call support on a rotational basis to handle any urgent operational needs.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with Transportation Management Systems (TMS) such as McLeod, TMW, or Prophesy.
  • In-depth knowledge of DOT regulations and Hours of Service (HOS) rules.
  • Expertise in using GPS tracking software and ELD (Electronic Logging Device) platforms like Samsara, Geotab, or KeepTruckin.
  • Strong geographical knowledge of North American transportation lanes and major routes.
  • Advanced proficiency in the Microsoft Office Suite, particularly Excel, for reporting and data analysis.
  • Experience utilizing load boards such as DAT, Truckstop.com, or Convoy to source freight.
  • Fast and accurate data entry skills for maintaining real-time system integrity.
  • Competency in route planning and optimization software to enhance efficiency.
  • Ability to read and interpret maps and provide clear, concise directions.
  • Basic understanding of truck and trailer mechanics and maintenance requirements.

Soft Skills

  • Exceptional verbal and written communication skills for clear interaction with diverse stakeholders.
  • Superior problem-solving and critical-thinking abilities, especially under pressure.
  • Excellent multitasking skills with the ability to manage multiple drivers and tasks simultaneously in a dynamic environment.
  • Strong organizational skills and a high level of attention to detail.
  • Calm and effective decision-making in high-stress situations.
  • Resilience and adaptability to rapidly changing priorities and conditions.
  • Strong customer service orientation with a focus on delivering excellence.
  • Proven negotiation and conflict resolution capabilities.
  • A collaborative, team-player mindset.
  • Proactive and self-motivated with a strong sense of urgency.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's degree.

Relevant Fields of Study:

  • Logistics and Supply Chain Management
  • Business Administration
  • Transportation Management

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a truck dispatching, logistics coordination, or transportation planning role.

Preferred: Experience dispatching for a specific freight type (e.g., refrigerated, flatbed, LTL, hazmat) is highly desirable. Prior experience as a commercial driver is a significant asset.

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