Key Responsibilities and Required Skills for Jet Fuel Dispatcher

🎯 Role Definition

The Jet Fuel Dispatcher is the operational hub for aviation fuel supply and distribution at airports and fuel terminals. This role owns fuel scheduling, allocation, dispatch, and reconciliation to guarantee safe, timely and compliant delivery of Jet-A/Jet A-1 to aircraft, hydrant systems, trucks and storage tanks. The Dispatcher balances customer service with regulatory compliance (FAA, local authorities, HAZMAT), tracks inventory and quality, optimizes routing and turnout of mobile refuelers, and acts as the primary communication node between ramp operations, fuel suppliers, flight dispatch, and emergency response teams. Strong attention to detail, crisis decision-making, and domain knowledge in aviation fuels, tank farm operations and fueling standards (ASTM, JIG, API best practices) are essential.

📈 Career Progression

Typical Career Path

Entry Point From:

Fuel Attendant / Fueller (ramp fueler)
Logistics Coordinator or Operations Clerk
Airport Ramp Agent or Ground Support Equipment (GSE) Operator

Advancement To:

Fuel Operations Supervisor / Lead Dispatcher
Fuel Logistics Manager or Fuel Supply Manager
Terminal Operations Manager or Airport Fuel Services Manager

Lateral Moves:

Airport Operations Coordinator
Ramp Manager
Procurement / Fuel Sourcing Specialist

Core Responsibilities

Primary Functions

Manage and execute day-to-day jet fuel dispatch operations including scheduling fuel trucks, hydrant skids and pipeline runs to meet airline and FBO demand while minimizing downtime and delays.
Coordinate real-time fuel deliveries to arriving and departing aircraft, communicating clear ETAs and assignment details to fuel truck drivers, line service staff and airline dispatchers to ensure on-time turnarounds.
Maintain continuous visibility of fuel inventory across terminal tanks, hydrant systems and mobile tanks; reconcile physical and system inventory daily and investigate variances, leaks or product quality issues.
Monitor fuel quality control processes: review sample results, coordinate additional testing when contamination is suspected, quarantine suspect batches and direct corrective actions per ASTM/JIG protocols.
Apply aviation fuel specifications (Jet A, Jet A-1) and JIG/API/ASTM standards to all operational decisions; ensure product delivered meets regulatory and airline contract requirements.
Authorize and issue fuel release documentation (bills of lading, quality certificates, delivery tickets) and ensure accurate capture of fueling events in ERP/dispatch systems for invoicing and audit trails.
Operate and maintain dispatch software and fuel management systems to create manifests, route trucks, log fueling events and generate daily operational and compliance reports.
Execute fuel scheduling for peak periods, international flights, ferry operations and irregular operations (IROPS), adjusting priorities in collaboration with airline operations and airport control towers.
Respond to and lead initial operational response for fuel spills, leaks and HazMat incidents; activate emergency response plans and liaise with airport fire/rescue and environmental teams until incident is resolved.
Monitor and interpret flight schedules, NOTAMs and weather disruptions to proactively re-sequence fuel deliveries, reassign resources and advise stakeholders of impacts.
Coordinate vendor and supplier logistics including third-party tanker companies, pipeline operators, and rack suppliers to ensure timely product availability and contract compliance.
Verify and enforce compliance with all federal, state and local fueling regulations, including HazMat shipping rules, DOT/49 CFR requirements, and airport-specific fuel handling policies.
Supervise mobile refueling operations at gate, remote stands and FBOs, including hydrant pit operations, truck routing constraints, ramp safety zones and interaction with ground handling teams.
Perform pre-dispatch checks: driver certifications, vehicle maintenance status, fuel quality documentation and required PPE compliance before dispatching tanker units.
Maintain accurate fuel pricing, uplift orders and billing reconciliation; communicate pricing and accounting variances to commercial/finance teams to ensure correct invoicing.
Plan fuel uplift and transfer operations for planned maintenance, hydrant flushing and tank switching to prevent service interruptions and maintain product integrity.
Conduct daily shift briefings and handovers with inbound/outbound dispatchers to ensure continuity, share unresolved issues, and note ongoing investigations or scheduled maintenance.
Track and report operational KPIs: fill rates, on-time delivery, inventory turns, fuel variance, spill frequency and corrective action closure rates to drive continuous improvement.
Train and mentor junior dispatchers, fuel attendants and contractors on fuel handling procedures, dispatch systems and safety best practices; maintain training records.
Participate in audit preparation and compliance reviews (internal, airline, regulator and customer audits); implement corrective actions from findings.
Coordinate fuel conservation and contingency planning during supply disruptions, curtailments or price spikes to prioritize critical flights and maintain service levels for key customers.
Liaise with procurement and supply chain teams to communicate consumption forecasts, runway traffic assumptions and seasonal demand to support ordering and rack allocations.
Maintain vendor performance records, attend supplier meetings and manage SLAs related to delivery timelines, quality standards and emergency responsiveness.

Secondary Functions

Support continuous improvement projects to optimize routing, reduce fuel variance and improve dispatch-to-delivery cycle times.
Assist in the development and maintenance of fuel operations SOPs, emergency response plans and regulatory compliance manuals.
Provide ad-hoc operational data and metrics to management for budgeting, contract negotiations and performance reviews.
Participate in cross-functional incident reviews (post-incident investigations) and implement lessons learned into dispatcher training and SOP updates.
Backfill for fuel operations administrative tasks including purchase order follow-up, documentation archiving and customer billing inquiries during high-volume periods.

Required Skills & Competencies

Hard Skills (Technical)

Strong knowledge of aviation fuel types and specifications (Jet A, Jet A-1) and ability to apply ASTM/JIG/API standards in operational decision-making.
Experience with fuel management and dispatch systems (e.g., fuel ERP modules, tank gauging systems, Fleet tracking/telematics) and proficiency with Microsoft Excel for reconciliation and reporting.
Proven ability to schedule and dispatch tanker trucks, hydrant dispensers and pipeline transfers while optimizing resource allocation under time constraints.
Familiarity with DOT/49 CFR hazardous materials shipping regulations, HAZMAT handling and spill response protocols; HAZWOPER awareness preferred.
Competence in reviewing and interpreting fuel quality test results (water content, particulate contamination, density) and initiating hold/quarantine procedures.
Strong radio/aircraft communications skills and working knowledge of ATC/airport operational constraints (ramp closures, movement areas, hot brakes).
Experience preparing and validating fuel delivery documentation: bills of lading, delivery tickets, quality certificates and supplier manifests.
Understanding of inventory control principles and techniques: cycle counts, tank level reconciliation, loss detection and variance investigation.
Knowledge of fueling equipment and systems: hydrant pits, filter separators, pump skids, meters and flow rate calibration.
Experience with emergency response coordination for spills, leaks and contamination (incident command, containment, remediation workflow).
Working familiarity with airline contract terms related to fuel quality, delivery windows, penalties and uplift authorizations.
Ability to interpret flight schedules, NOTAMs and meteorological advisories to adjust fueling plans proactively.
Experience with KPI tracking and operational reporting for on-time performance, fill rates, inventory turns and safety incident metrics.

Soft Skills

Exceptional attention to detail and accuracy under fast-paced, high-stakes conditions.
Strong verbal and written communication skills for liaison with pilots, airlines, ramp crews and regulatory authorities.
Decisive problem-solver who remains calm during emergencies and can prioritize actions quickly.
Customer-service orientation with the ability to manage expectations and maintain positive relationships with airline and FBO customers.
Collaboration and teamwork mindset to coordinate across operations, maintenance, procurement and safety teams.
Time management and multitasking ability to manage concurrent fueling events, disruptions and administrative tasks.
Integrity and compliance focus to consistently apply safety protocols and regulatory requirements.
Adaptability to shift work, night/weekend operations and changing schedule demands.
Coaching and mentoring skills for training junior team members and contractors.
Analytical mindset to investigate variances, interpret data and implement process improvements.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED.

Preferred Education:

Associate degree or Bachelor's in Aviation Management, Logistics, Supply Chain, Business Administration, or related technical field.

Relevant Fields of Study:

Aviation/Aerospace Management
Logistics and Supply Chain Management
Business Administration
Mechanical or Industrial Engineering (operations focus)
Environmental Health & Safety

Experience Requirements

Typical Experience Range:

2–5 years of progressive experience in aviation fueling, fuel dispatching, terminal operations or logistics.

Preferred:

3–5+ years in airport fuel operations or a fuel terminal environment with direct dispatch responsibilities.
Prior experience working with airlines, FBOs or fuel suppliers and familiarity with airport operations and ramp safety rules.
Certifications or training in HazMat handling, HAZWOPER, JIG basic fuel operations, API fuel handling, or equivalent industry courses are highly desirable.