Roles and Responsibilities
The dispatcher is responsible for the effective management and coordination of a fleet of drivers and vehicles with instructions on safe driving to complete deliveries and within DOT guidelines. It is a full-time responsibility to schedule drivers to pick-up or deliver loads to clients or vendors. Dispatchers are to be the point of contact for the drivers and clients.
Schedule and dispatch drivers, trucks and other service vehicles to appropriate locations according to customer requests, specifications, or company needs.
–Coordinate and manage the most efficient loads to remain cost effective as a company. The dispatcher will need to determine the best delivery methods and negotiate rates. The dispatcher also needs to identify and evaluate any special needs for each load.
– Dispatchers are also responsible for keeping records, monitoring driver daily logs for errors or violations, and the monitoring of both drivers in relation to their remaining hours of service and equipment as to its availability.
– Follow-up with the arrangement for necessary repairs in order to restore service and operation schedules
– Relay work orders, messages, and information to or from operation crews, supervisors, and field inspectors necessary to achieve successful execution of job orders.
– Confer with customers or supervising personnel in order to address questions, problems, and requests for service or equipment.
– Prepare daily work and run schedules while also drawing up weekly projections for work schedule and truck deployment in line with pending or potential job or delivery orders
– Receive or prepare work orders
– Oversee all communications within specifically assigned territories.
– Monitor personnel and/or equipment locations and utilization in order to coordinate service and schedules
– Record and maintain files and records of customer requests, work or services performed, charges, expenses, inventory, and other dispatch information
– Determine types or amounts of equipment, vehicles, materials, or personnel required according to work orders or specifications
– Advise personnel about traffic problems such as construction areas, accidents, congestion, weather conditions, and other hazards that may have bearing on quality and timeliness of job deliveries
– Monitoring of drivers in relation to both their remaining hours of service and equipment as to its availability
– Periodical route surveillance towards making recommendation or advising changes as at when necessary to ensure sustainable quality delivery operations
A dispatcher will usually need at least a college degree from a tertiary institution. Possessing a degree in transportation or logistics is also helpful as well as analytics.
– Dispatcher must be willing to learn company specific computer programs.
– Dispatchers must be able to read and write English and it may be useful to have a fair understanding of the language generally spoken by the drivers that he/she will be dealing with on a day-to-day basis.
– Dispatchers must also be highly organized and be able to handle a fast turnaround.
– A large part of the job is based on intuition and complete knowledge of industry and company.