Torchora
Back to Home

Key Responsibilities and Required Skills for Fleet Operator

💰 $45,000 - $70,000

LogisticsTransportationOperationsSupply Chain

🎯 Role Definition

As a Fleet Operator, you are the central command for our transportation network. You are the vital link between our drivers, our vehicles, and our operational goals, responsible for orchestrating the daily movement of our fleet with precision and efficiency. This role involves a dynamic mix of real-time problem-solving, strategic planning, and meticulous record-keeping. You will be tasked with ensuring our fleet operates safely, on schedule, and in full compliance with all regulations. The ideal candidate is a proactive, detail-oriented individual who thrives in a fast-paced environment and possesses a strong ability to communicate and coordinate effectively to keep our operations running smoothly.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Experienced Commercial Driver
  • Dispatch Coordinator or Assistant
  • Logistics or Warehouse Clerk
  • Customer Service Representative (in a logistics/transport company)

Advancement To:

  • Senior Fleet Operator / Lead Dispatcher
  • Fleet Supervisor or Manager
  • Transportation Manager
  • Logistics or Operations Manager

Lateral Moves:

  • Logistics Coordinator or Analyst
  • Safety & Compliance Specialist
  • Route Planner / Transportation Analyst

Core Responsibilities

Primary Functions

  • Coordinate, schedule, and dispatch drivers and vehicles to appropriate locations according to customer requests, specifications, or needs.
  • Actively monitor driver and vehicle locations and performance in real-time using GPS tracking and fleet management software to ensure on-time service and route adherence.
  • Serve as the primary communication hub for drivers on the road, providing critical information, route updates, and assistance with any issues, breakdowns, or emergencies.
  • Meticulously track and manage driver Hours of Service (HOS) logs to ensure strict compliance with Department of Transportation (DOT) and Federal Motor Carrier Safety Administration (FMCSA) regulations.
  • Plan and optimize delivery routes to maximize efficiency, reduce fuel consumption, and meet delivery time windows.
  • Schedule and oversee preventative maintenance, inspections, and repairs for all fleet vehicles to ensure operational readiness, safety, and longevity, while minimizing downtime.
  • Maintain comprehensive and accurate records of all fleet assets, including vehicle titles, registrations, permits, insurance, and maintenance history.
  • Manage the procurement, distribution, and reconciliation of fuel cards, toll transponders, and other fleet-related expenses.
  • Prepare and analyze detailed operational reports on key performance indicators (KPIs) such as fuel efficiency, vehicle utilization, on-time performance, and maintenance costs.
  • Conduct onboarding and orientation for new drivers, ensuring they are fully trained on company policies, safety procedures, and the use of in-cab technology.
  • Investigate and document all vehicle accidents, incidents, and driver-related issues, following established protocols to ensure proper reporting and resolution.
  • Coordinate with third-party vendors, including repair shops, parts suppliers, and towing services, to manage external maintenance and emergency road service.
  • Perform regular audits of fleet records, driver qualification files, and vehicle condition reports to ensure continuous compliance and operational integrity.
  • Utilize transportation management systems (TMS) and other logistics software to manage loads, track shipments, and communicate with stakeholders.
  • Respond to and resolve customer inquiries and complaints regarding service, scheduling, and delivery status with professionalism and a sense of urgency.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to identify trends and opportunities for operational improvement.
  • Contribute to the development and refinement of the organization's fleet management strategy, policies, and standard operating procedures.
  • Collaborate with business units, including sales and customer service, to translate new business needs into logistical and fleet requirements.
  • Participate in sprint planning, daily stand-ups, and other agile ceremonies if working within a technologically-driven logistics team.
  • Assist in the evaluation and implementation of new fleet technologies, such as telematics systems, dash cams, and routing software.
  • Manage the inventory of spare parts, tires, and other essential supplies needed for in-house vehicle maintenance.
  • Cross-train with other operational roles to provide coverage and support during absences or periods of high volume.

Required Skills & Competencies

Hard Skills (Technical)

  • Fleet Management Software Proficiency: Hands-on experience with telematics and fleet management platforms (e.g., Geotab, Samsara, Verizon Connect, KeepTruckin).
  • Dispatching & TMS Software: Expertise in using Transportation Management Systems (TMS) and dispatch software for load planning and execution.
  • Regulatory Knowledge: In-depth understanding of DOT, FMCSA, and HOS rules and regulations governing the transportation industry.
  • Microsoft Office Suite: Strong proficiency in MS Office, particularly Excel for data analysis, tracking, and reporting.
  • GPS & Route Planning Tools: Skilled in using GPS tracking systems and route optimization software to manage fleet movements effectively.
  • Data Entry & Record Keeping: High level of accuracy and speed in data entry for maintaining driver logs, vehicle records, and compliance documentation.
  • Basic Mechanical Acumen: A fundamental understanding of vehicle mechanics to effectively coordinate with maintenance teams and diagnose minor issues.

Soft Skills

  • Exceptional Communication: Clear, concise, and professional verbal and written communication skills for interacting with drivers, management, and customers.
  • Problem-Solving under Pressure: Ability to think critically and make quick, sound decisions in a high-stress, fast-paced operational environment.
  • Multitasking & Prioritization: Proven ability to manage multiple competing priorities simultaneously, from dispatching drivers to handling emergency calls.
  • Meticulous Attention to Detail: A sharp eye for detail to ensure accuracy in scheduling, compliance checks, and record-keeping.
  • Strong Organizational Skills: Excellent ability to organize tasks, information, and schedules to maintain a smooth and efficient workflow.
  • Interpersonal Skills: Ability to build strong, positive relationships with drivers and foster a collaborative team environment.
  • Adaptability & Flexibility: Capable of adapting to changing schedules, unexpected delays, and evolving operational needs.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's degree in a relevant field.

Relevant Fields of Study:

  • Logistics and Supply Chain Management
  • Business Administration
  • Operations Management
  • Transportation Management

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a fleet operations, dispatch, or logistics coordination role.

Preferred:

  • Experience in an industry with a dedicated vehicle fleet (e.g., trucking, delivery services, construction, field services).
  • Prior experience as a commercial driver is highly advantageous.
  • Verifiable experience managing compliance for a fleet of 20+ vehicles.
Explore More Careers