Torchora
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Key Responsibilities and Required Skills for Vehicle Controller

💰 $58,000 - $72,000 Annually

LogisticsTransportationFleet ManagementSupply Chain

🎯 Role Definition

The Vehicle Controller is the command center of our logistics operation. You are the critical link between our drivers, our customers, and our operational goals. This position involves more than just watching dots on a map; it requires strategic thinking, decisive action, and exceptional communication to navigate the daily challenges of a modern transportation network. Your expertise will directly impact our operational efficiency, customer satisfaction, and overall business success by ensuring our fleet operates like a well-oiled machine.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Transport Administrator
  • Logistics Coordinator
  • Experienced Professional Driver

Advancement To:

  • Senior Vehicle Controller
  • Transport Manager
  • Fleet Operations Manager

Lateral Moves:

  • Supply Chain Planner
  • Logistics Analyst

Core Responsibilities

Primary Functions

  • Dynamically plan, allocate, and manage vehicle routes and driver schedules to maximize operational efficiency and meet stringent customer delivery windows.
  • Serve as the primary, real-time communication hub for drivers, providing essential updates, route adjustments, and critical support for any on-road issues or emergencies.
  • Proactively monitor vehicle locations, progress, and driver status using advanced telematics and GPS tracking systems to anticipate and mitigate potential delays.
  • Diligently ensure all transport activities comply with company policies and legal regulations, including driver hours of service (HOS), weight restrictions, and vehicle roadworthiness.
  • Efficiently manage and re-route vehicles in response to unforeseen circumstances such as traffic congestion, weather events, vehicle breakdowns, or customer-requested changes.
  • Skillfully de-brief drivers upon their return to the depot, collecting all necessary paperwork, reviewing trip performance, and addressing any logged issues.
  • Maintain constant and professional communication with internal departments, including warehousing and customer service, to provide accurate ETAs and status updates.
  • Accurately record and update all job statuses, delivery information, and driver activities within the company's Transportation Management System (TMS) in real-time.
  • Act as the first point of contact for incident reporting, guiding drivers through established protocols for accidents, breakdowns, or security concerns.
  • Manage customer expectations by providing clear, timely, and professional communication regarding delivery schedules, delays, or any service disruptions.
  • Optimize fleet utilization to ensure the right vehicle type is assigned to the right job, balancing capacity, cost, and delivery requirements.
  • Conduct pre-trip and post-trip analysis to identify opportunities for route optimization, fuel savings, and improved driver performance.
  • Coordinate with third-party carriers and subcontractors as needed to supplement fleet capacity and ensure seamless service delivery.
  • Manage the booking and scheduling of inbound and outbound loads, ensuring all resources are aligned for timely collection and dispatch.
  • Monitor and manage key performance indicators (KPIs) such as on-time performance, cost-per-mile, and vehicle utilization, reporting on trends and deviations.

Secondary Functions

  • Collaborate with the fleet maintenance team to schedule routine servicing, preventative maintenance, and necessary repairs to minimize vehicle downtime and ensure safety.
  • Assist in the thorough investigation and detailed documentation of service failures, accidents, or customer complaints to identify root causes and implement corrective actions.
  • Compile and distribute daily, weekly, and monthly operational reports for management, highlighting performance metrics, challenges, and successes.
  • Support driver training and onboarding by providing instruction on company procedures, TMS usage, and communication protocols.
  • Continuously evaluate and suggest improvements to routing software, operational processes, and communication workflows to enhance overall efficiency.
  • Maintain meticulous and organized records of all transport-related documentation, including driver logs, delivery notes, and compliance certificates, for audit purposes.
  • Participate in regular team meetings to discuss operational challenges, share best practices, and contribute to strategic planning for the transport department.

Required Skills & Competencies

Hard Skills (Technical)

  • Transport Management Systems (TMS): Deep proficiency in using TMS software for planning, executing, and tracking shipments.
  • Telematics & GPS Tracking: Hands-on experience with fleet tracking software (e.g., Geotab, Samsara, Verizon Connect) to monitor vehicle and driver performance.
  • Route Planning Software: Expertise in using software to create efficient, multi-drop routes.
  • Regulatory Knowledge: Strong understanding of transportation regulations, including Hours of Service (HOS), DOT rules, and other relevant compliance standards.
  • Microsoft Office Suite: Advanced proficiency in MS Excel for reporting and data analysis, as well as Word and Outlook for communication and documentation.
  • Geographical Knowledge: A solid understanding of national and regional road networks, traffic patterns, and potential routing challenges.

Soft Skills

  • Problem-Solving under Pressure: The ability to think quickly, assess complex situations, and make logical decisions in a fast-paced, high-stakes environment.
  • Exceptional Communication: Clear, concise, and professional communication skills, both written and verbal, for interacting with drivers, customers, and internal teams.
  • Multitasking & Prioritization: Proven ability to manage multiple competing tasks simultaneously, such as tracking several vehicles, answering calls, and updating systems, while maintaining focus and accuracy.
  • High Attention to Detail: Meticulous approach to data entry, compliance checks, and communication to prevent errors and ensure operational smoothness.
  • Resilience and Composure: The capacity to remain calm, professional, and effective when dealing with stressful situations like breakdowns, delays, or driver issues.
  • Strong Organizational Skills: Excellent ability to plan, schedule, and maintain organized records in a dynamic operational setting.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent (GED).

Preferred Education:

  • An Associate's or Bachelor's degree.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in a transport, dispatch, or logistics control tower environment.

Preferred:

  • Demonstrated experience in a high-volume, fast-paced distribution or 3PL environment is highly advantageous.
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