Job Description Fleet Dispatch Officer

The dispatcher is responsible for the effective management and coordination of a fleet of drivers and vehicles. The trucking industry relies on safe drivers to complete deliveries. Many may believe that truck drivers are the nucleus of the system. Well, it is definitely true that without drivers, deliveries would never happen. However, without dispatchers, drivers would be at a loss to do their job as well as they do.

The dispatcher’s job is to schedule drivers to pick-up or deliver loads to customers or vendors. A driver needs a point of contact that he or she can rely on. They need someone who is invested in keeping the driver legal while on the road and at the same time keeping the customer happy.

A dispatcher job is often an “intermediate” job. A dispatcher can move up to be a supervisor or fleet manager.



– A dispatcher will usually need at least a high school certificate degree from a tertiary institution. Possessing a degree in transportation or logistics is also helpful.

– A dispatcher must be willing to learn company specific computer programs. There are numerous computer programs to aid dispatchers in their job.

– They 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 will be dealing with on a day-to-day basis.

– Dispatchers also realize that they have to be “on” from punch in to punch out. For this reason, a dispatcher must also be highly organized and be able to handle high amount of stress.

– Another part of the job is based on intuition and complete knowledge of their industry



– Schedule and dispatch drivers, trucks and other service vehicles to appropriate locations according to customer requests, specifications, or needs, using direct personal contact, radios or telephones.

– Part of the dispatcher’s job is to 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

– Ensure and directly supervise the process for the release of fuel rations and trip allowances required for the successful execution of each delivery job

– Ensure that every ticket or forms released or made by the Ordering Unit conform with clients order specification and delivery schedules

– Relay work orders, messages, and information to or from operation crews, supervisors, and field inspectors necessary to achieve successful execution of job orders using telephones or two-way radios.

– 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



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