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Key Responsibilities and Required Skills for Traffic Dispatcher

💰 $45,000 - $70,000

LogisticsSupply ChainTransportationOperations

🎯 Role Definition

The Traffic Dispatcher is the central nervous system of our transportation network. You will be responsible for the efficient coordination, routing, and real-time tracking of our fleet of vehicles and drivers. This critical role ensures that goods are delivered safely, on time, and in the most cost-effective manner. You'll act as the primary communication link between drivers, customers, and management, proactively resolving issues as they arise and maintaining meticulous records. This role requires a decisive problem-solver who excels in a dynamic, high-pressure environment and is passionately committed to operational excellence and safety.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Transportation Coordinator
  • Logistics Assistant
  • Customer Service Representative (Logistics/Supply Chain)
  • Driver or Fleet Support Staff

Advancement To:

  • Lead Dispatcher / Dispatch Supervisor
  • Fleet Manager
  • Logistics Manager
  • Operations Manager

Lateral Moves:

  • Load Planner
  • Logistics Analyst
  • Safety Coordinator

Core Responsibilities

Primary Functions

  • Plan, schedule, and assign drivers and vehicles to daily routes and specific customer deliveries, ensuring optimal fleet utilization.
  • Act as the primary point of contact for all drivers, providing clear instructions, route information, and ongoing support throughout their shifts.
  • Monitor driver progress and vehicle locations in real-time using GPS tracking software to ensure routes are being followed and schedules are met.
  • Proactively manage and communicate any delays, route changes, or delivery issues to both drivers and relevant internal/external stakeholders.
  • Ensure strict compliance with all Department of Transportation (DOT) regulations, including Hours of Service (HOS) rules, to maintain safety and legality.
  • Efficiently troubleshoot and resolve on-the-road issues, such as vehicle breakdowns, traffic congestion, accidents, or customer site problems.
  • Maintain constant, professional communication with customers to provide accurate ETAs, delivery updates, and exceptional service.
  • Accurately enter and update load information, delivery statuses, and driver notes into the Transportation Management System (TMS) in real time.
  • Optimize delivery routes for maximum efficiency, considering factors like traffic patterns, weather conditions, fuel costs, and delivery windows.
  • Coordinate with the maintenance department to schedule preventative maintenance and address any reported vehicle defects to minimize downtime.
  • Review and verify driver logs, delivery paperwork (Bills of Lading), and other required documentation for accuracy and completeness.
  • Manage appointment scheduling at shipping and receiving facilities to ensure smooth and timely loading and unloading processes.
  • Respond to emergency situations with a calm and decisive demeanor, following established protocols to ensure driver safety and asset security.
  • Prepare and distribute daily dispatch reports, performance summaries, and other operational metrics to management.
  • Build and maintain positive working relationships with drivers, fostering a culture of teamwork, safety, and accountability.
  • Evaluate and select cost-effective solutions for unexpected transportation needs, including coordinating with third-party carriers when necessary.
  • Provide drivers with guidance on proper procedures for handling freight, interacting with customers, and completing paperwork.
  • Continuously assess and identify opportunities for process improvement within the dispatch function to enhance efficiency and reduce costs.
  • Handle high volumes of inbound and outbound calls and emails while maintaining a professional and organized workflow.
  • Assist in the onboarding and training of new drivers on company policies, dispatch procedures, and software usage.

Secondary Functions

  • Assist in compiling performance reports on driver efficiency, on-time delivery rates, and fuel consumption.
  • Support the billing department by verifying delivery confirmations and providing necessary paperwork for invoicing.
  • Participate in regular safety meetings and contribute to the continuous improvement of operational and safety procedures.
  • Help maintain and update driver qualification files to ensure ongoing compliance with company and regulatory standards.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proficiency with industry-standard TMS platforms like McLeod, TMW Suite, or similar proprietary software.
  • DOT Regulations: Strong, current knowledge of Department of Transportation (DOT) rules, particularly Hours of Service (HOS) and compliance requirements.
  • GPS & Fleet Tracking: Competency in using GPS tracking, telematics, and fleet monitoring software to manage assets in real-time.
  • Route Optimization Software: Experience with route planning and optimization tools to create efficient, cost-effective schedules.
  • MS Office Suite: Advanced skills in Microsoft Office, particularly Excel for reporting and data manipulation, and Outlook for communication.
  • Geographical Knowledge: Excellent geographical knowledge of local, regional, and/or national road networks and transportation corridors.

Soft Skills

  • High-Pressure Decision Making: Proven ability to remain calm and make quick, effective decisions in a fast-paced, high-stress environment.
  • Exceptional Communication: Superior verbal and written communication skills for clear, concise interaction with drivers, customers, and internal teams.
  • Advanced Multitasking: Ability to simultaneously manage multiple drivers, routes, phone calls, and software applications without sacrificing accuracy.
  • Problem-Solving & Critical Thinking: Proactive and resourceful in identifying potential issues and resolving unexpected challenges efficiently.
  • Meticulous Attention to Detail: A keen eye for detail to ensure accuracy in data entry, scheduling, and compliance documentation.
  • Customer Service Orientation: A strong commitment to providing outstanding service and maintaining positive relationships with all stakeholders.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in a dispatch, logistics coordination, or transportation planning role.

Preferred:

  • Previous experience in a high-volume, 24/7 dispatch environment within a relevant industry (e.g., LTL, FTL, freight, construction, bulk transport). Experience managing a fleet of 20+ drivers is highly desirable.
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