Intermodal Dispatcher - Trucking

SUMMARY: Responsible for effectively providing operational support by scheduling and dispatching assigned fleet drivers to customer load pick-up and delivery locations. Will work closely with customer service representatives and management to ensure customer service requests are appropriately prioritized, as well as all customer requirements are accurately captured and communicated using the dispatch system software.

ESSENTIAL DUTIES:

1. Coordinates with the Dispatch department and works closely with the Dispatch Manager to ensure goals and competencies of dispatch administrative duties in the company are achieved within the boundaries of company policy.

2. Dispatches fleet drivers and monitors equipment status using the dispatch system software to ensure pickup and delivery standards and other customer requirements are met.

3. Communicates with fleet drivers by effectively and promptly providing pick-up and delivery standards, shipper and consignee locations, and any special customer requests.

4. Monitors and reviews driver location status frequently, logging status and reporting any change in time to protect pick-up and delivery standards.

5. Prioritizes equipment assignment to customers to facilitate maximum productivity in accordance with company policy and equipment needs as required.

6. Enters and updates accurate dispatch notes and documents according to load correspondence and customer requirements using the dispatch system software.

7. Coordinates and manages the productivity and profitability of the Intermodal fleet by monitoring equipment availability and associated costs.

8. Communicates and provides assistance to fleet drivers and the dispatch department by reviewing and ensuring DOT Hours of Service and Compliance matters are addressed timely and fleet drivers remain qualified and available for dispatch as needed.

9. Identifies and resolves problems with shipments in transit in a timely and professional manner.

10. Communicates and coordinates with Dispatch Manager on customer and driver concerns to ensure issues are resolved in timely and according to safety requirements and procedures.

• Creates, enters, and communicates rates and quotes to customers based on their service request, truck requirements, load type, and timeframe.
• Enters timely and accurate billing, generally within 24-72 hours, by entering load data including Customer PO and adding Detention Time using the dispatch system software.
• Performs other duties as directed and required by management.

EDUCATION:

Must have a high school diploma or equivalent.

EXPERIENCE:

Must have at least one (1) year of experience in data entry within the Transportation or Fleet Operations field.

Must have at least one (1) year of experience in a Call Center environment.

Experience in Virtual Intermodal (VI) Preferred.

LICENSES/CERTIFICATIONS:

Must have a current Texas driver’s license and a satisfactory criminal record.

SKILLS:

Must have the following skills and/or abilities:

• Working knowledge in the trucking industry, fleet operations, and Department of Transportation Hours of Service rules and regulations.
• Ability to work in a fast-paced environment with frequent changes to dispatch schedule and changes.
• Exceptional attention to detail and ability to manage multiple tasks simultaneously and meet deadlines while maintaining the highest standards of accuracy and quality focusing on a specific task and thinking of all critical details.
• Excellent communication (both written and verbal) and an ability to explain details to internal and external customers.
• Demonstrate initiative on critical matters by clearly understanding the overall objective, doing what needs to be done immediately, and providing or receiving updates, without being asked and in the most thorough way possible.
• Demonstrate strong work ethic and teamwork skills by actively contributing to their group in order to complete tasks, meet goals, actively listen to their coworkers, respect ideas, and aim to improve the process at hand.
• Proficient Data Entry skills in Microsoft Office and standard industry dispatch software.
• Proficient organization, planning, and time management skills in order to set priorities and meet assigned deadlines.
• Project a courteous, professional, and positive approach with customers, employees, and authorizing agencies while providing prompt, efficient, and accurate assistance.

PHYSICAL REQUIREMENTS:

Must be able to perform the following physical activity on a frequent to constant basis:

• Sit for 4–8 hours within a given day while performing essential duties.
• Constantly uses fingers and hands when dialing/answering the phone and operating a computer or other office machineries, such as a calculator, copy machine, and computer printer.
• Proficient typing and word processing with a minimum 40 wpm typing speed.
• Occasionally lift or move up to 20 pounds with or without assistance.
• Ability to hear average or normal conversations and receive ordinary information through verbal communication in person or over the telephone.
• Average, ordinary visual acuity necessary to prepare or inspect documents; operate a computer or other office machinery, and detect objects in and around the office.
• Occasionally moves about, pushing/pulling, climbing, stooping, kneeling, standing, and/or ascending/descending stairs to gather or deliver documents; access office machinery (copy machine, computer printer, and the like); attend training sessions; meet with co-workers; and/or perform related duties.

WORKING CONDITIONS:

• Majority of work is performed in an office atmosphere located inside a building with no hazardous or significantly unpleasant conditions.
• May require infrequent warehouse or storage yard visits in outdoor weather conditions with exposure to extreme cold, heat, and noise depending upon truck activity.

OTHER REQUIREMENTS:

Must be able to:

• Adhere to the highest standards of ethics, integrity, professionalism, and discretion.
• Work with deadlines and time constraints.
• Work independently and as part of a team.
• Project a courteous, professional, and positive approach with customers, employees, and authorizing agencies while providing prompt, efficient, and accurate assistance.
• Maintain a smooth working relationship with the customers, the customer's personnel, and local suppliers/vendors.

• Participate in training and development opportunities offered to maintain transportation-related software and safety knowledge.
• Comprehend and communicate instructions/directions, which necessitate no language barriers exist between employees and supervisors.
• Adhere to and perform functions according to company safety, quality, and cost control programs and OSHA safety guidelines.
• Maintain regular, timely, and predictable attendance.