What are the responsibilities and job description for the Heating Oil Dispatcher position at Atlantic Aviation?
Dispatcher for heating oil department. Creating efficient routes for drivers, updating schedules, handling all budget / auto fill customer accounts and working cooperatively with drivers, supervisor and other office staff members
Responsibilities
General Duties
Represents Atlantic Aviation in a professional, courteous and positive manner with customers, vendors, and fellow employees.
Exhibits the principles of the “Atlantic Attitude” at all times.
Compliance with all Company policies and procedures.
Communicate effectively and timely regarding status of assignments and significant issues
Essential duties and responsibilities include (but not limited to) :
Maintains a working knowledge of the company’s facilities, website, services, surrounding areas, and any other information commonly required by customers.
Maintains good housekeeping practices for cleanliness, neatness and compliance in and around work areas.
Update degree day daily.
Generate auto fill tickets.
Route deliveries efficiently for the week and for each driver. This includes grouping deliveries together based off area for most efficiency.
Update area delivery schedule and email to HO CSR and Supervisor for the following week no later than Wednesday or as needed.
Dispatch tickets “on the fly” to drivers when needed.
Know when we are able to work in out of fuel customers on a full route.
In charge of budget customers. Including monthly budget charges, mid-year review, yearly letter and new budget customers.
Monitoring all Auto Fill customer accounts to update information and prevent “out of fuel” situations.
Verify there are no more added call-in orders for next days deliveries, make sure all tickets are assigned to correct driver for correct zone, process and print next days routes / tickets for HO CSR to prep for drivers (only one person allowed in system at a time to process this).
Handling and following up on all “Q” customers until resolved.
Answering phone calls and assisting customers with their needs.
Assisting customers in office if front desk CSR is busy or out of office.
Placing fuel orders based on schedule.
Performing customer payments from start to finish.
Sending fuel usages to customers when requested.
Counting cash box once a day and filling out cash log.
Complete cardlock billing daily for previous day(s).
Creating new private cards as needed for cardlock customers.
Updating customer account balances in Siteminder for private card customers.
Completing exception report for all auto fill customers in ADD daily.
Update pricing weekly or as needed in ADD, Siteminder and print new price sheet for yourself, supervisor and CSR.
Perform billing on HO batches from previous days routes (if routing is complete and budget charges are done). Including making sure pricing is accurate, payment method is correct and invoices mailed or emailed.
Complete truck logs for each batch after billing is complete to ensure all gallons and loads tie out for each truck.
Send projected gallons to be loaded from each Petro Star loading location to Safety manager, General Manager and Supervisor for 3 months at a time.
Confirm all auto fill cancellation and auto fill sign up forms are signed and completed, including all customer account information and file forms.
Process End Of Month statements in ADD, go through all statements to make sure they are accurate, fold statements, insert into envelope and stamp to be mailed out.
Make over the counter sales for customers in the office when HO CSR is out of the office or unable to assist that customer.
Cover on call for a week during rotational schedule.
Manage Facebook posts and assist with advertising.
Immediately relay all safety issues to the supervisor on duty, the Operations Manager, and / or the General Manager.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
Required Skills
EDUCATION AND QUALIFICATIONS
Basic computer knowledge.
Phone skills and customer service.
Ability to be on call.
Strong interpersonal and persuasive communication skills, both written and verbal, are required.
Must be organized, detail oriented, motivated and able to perform in a fast-paced and dynamic work environment.
High school diploma or equivalent combination of training and experience.
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