Dispatch Coordinator/Planner

Job summary

As a member of the terminal dispatch staff, the Dispatch Coordinator/ Planner is responsible for executing the daily dispatch responsibilities for a terminal and assist in the daily supervision of drivers. These duties include: customer service, load scheduling, assigning work to drivers, monitoring drivers and equipment, assist in evaluating driver performance, enforcing company policies and procedures as it concerns drivers, administering safety programs, and general office duties as assigned by the Terminal Manager/Supervisor. Planning duties include assigning destination to loads in the most efficient manner. Load plan between terminals, assign equipment, and schedule repairs and service with shop.

Requirements

Education: High School Diploma; Associates Degree Preferred, or equivalent work experience, must be able to read, write, and do basic math.

Skills:

• Ability to work in fast paced environment.
• Ability to Communicate Effectively with a Diverse Population.
• Strong Leadership Skills.
• Customer Service Skills.
• Diplomacy.
• Time Management Skills.
• Knowledge of Transportation Industry.
• Knowledge of current Driver Communication Systems.
• Ability to utilize Microsoft Word, Excel, Lotus Notes and the Internet.
• Ability to Prioritize.
• Problem Solving Skills.

License: Must maintain a valid Class A w/ tank endorsement driver’s license.

Physical Requirements:

• Ability to sit for extended periods of time at a desk for a majority of an eight-hour day.
• Ability and strength to operate a computer keyboard, copy machine, printer, fax machines, and telephone.
• Ability to lift small boxes of office supplies weighing up to twenty pounds.
• Ability to climb one flight of stairs.

Responsibilities

• Ensure customer orders/delivery instructions are properly documented and entered into the system.
• Daily supervision of drivers.
• Create and maintain appropriate accurate documentation regarding dispatch and supervisory functions.
• Prompt, courteous and honest communications with customers, drivers, and co-workers.
• Proactive problem solving to accommodate late requests for service, prevent late loads, changes in schedule, and special requests from customers as required.
• Ensure customer complaints are quickly and properly addressed; respond to customer inquiries of any sort in a timely manner.
• Use of proper phone technique when dealing with customers and co-workers.
• Develop a complete understanding of customer products, facilities, personnel and delivery requirements.
• Manage Daily Load Requirements for the terminal.
• Follow D.O.T. regulations and hours of service rules applied according to company policy.
• Ensure customer requirements and specific load requirements are efficiently met.
• Awareness of weather conditions and potential impact on customer deliveries and drivers.
• Assist in the set-up driver assignments based on efficient use of drivers and equipment (based on driver capability, available hours of service, and equipment availability).
• Assist in scheduling of equipment for repairs/maintenance as directed by shop supervision to ensure sufficient equipment is available to support customer requirements.
• Meet established customer appointment times; communicate promptly with customers and supervisor regarding late loads, missed loads, missed deliveries or potential service failures.
• React to customer requests to change scheduled delivery/pick-up times and load requirements; document and communicate all changes to necessary personnel to avoid service failures.
• Communicate with other terminals and divisions to balance driver workload when experiencing driver shortages or surpluses.
• Fair treatment of drivers.
• Prompt response to driver requests and concerns.
• Knowledge of driver work habits, capabilities, and limitations.
• Providing leadership to drivers, coaching and mentoring on company policy, procedure and driver safety.
• Gaining driver trust while fully supporting company direction, policy, and procedure.
• Assist drivers with operational problems (directions, deliveries, and pick-ups, breakdowns).
• Complete all required paperwork in a timely, accurate manner.
• Respond to and document accidents, spills, and injuries according to company policy.
• Coordinate drug and alcohol testing as directed by Human Resource Personnel.

• Communicate and enforce all company rules, policies and procedures.
• Interact with all customers both internal and external in a cooperative friendly manner.
• Communicate needs and issues, manpower, equipment to management.
• Coordinate with maintenance to quickly resolve all breakdowns and equipment issues.
• Promote and enthusiastically support all company quality and safety improvement efforts.
• Retain all contributory workers.
• All office personnel must be reliable, must report for duty on time, and must be available for overtime when required.
• All office personnel must maintain a good working relationship with customers, vendors, co-workers, and management.
• Learn and adhere to all applicable company policies and procedures.
• Perform driving duties in spot situations of short staffing.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• On call
• Weekends as needed

Experience:

• Dispatching: 1 year (Required)

Work Location: In person

Salary : $50,000 - $60,000