Fleet Dispatch Officer (Maternity cover)

Job Purpose :- The Fleet Dispatch Officer is responsible for planning, coordinating, and monitoring the daily dispatch and movement of company vehicles to ensure safe, timely, and cost-effective transportation services. The role involves dispatch planning, driver coordination, shipment tracking, documentation, operational reporting, and communication with internal and external stakeholders to achieve high service standards and operational efficiency.

Key Responsibilities

Fleet Dispatch & Coordination

• Coordinate the daily dispatch and movement of company vehicles to ensure timely and efficient transportation services. 
• Receive transport requests from internal and external customers and allocate vehicles based on operational priorities. 
• Prepare Freight Orders (FO) for inbound and outbound transportation assignments. 
• Develop and maintain daily dispatch schedules to ensure vehicles are loaded correctly and depart on time. 
• Prioritize transport requests based on urgency, customer requirements, delivery deadlines, and operational capacity. 
• Plan efficient delivery routes by considering distance, traffic conditions, vehicle capacity, and customer time windows. 
• Coordinate vehicle returns and ensure proper completion of assigned trips

Driver Communication & Operational Support

• Maintain continuous communication with drivers throughout the transportation process. 
• Provide route updates, operational instructions, and real-time support to resolve issues during transit. 
• Respond promptly to driver, customer, and shipper inquiries through phone calls, SMS, and email, including after normal working hours when operationally required. 
• Coordinate with warehouses, loading sites, customers, and other departments to ensure smooth transport operations. 

Fleet Monitoring

• Monitor vehicle movements using fleet tracking and Transport Management Systems (TMS). 
• Track shipment progress and ensure customers receive timely updates on delivery status. 
• Monitor driver compliance with company policies, safety procedures, and transportation regulations. 
• Identify operational exceptions and coordinate corrective actions to minimize service disruptions. 

Documentation & Administration

• Prepare and maintain accurate dispatch documentation, including Freight Orders, delivery manifests, dispatch schedules, and trip records. 
• Prepare payment requests for per diem, fuel advances, and other approved operational expenses using Microsoft Excel. 
• Collect, review, verify, and summarize operational and financial documents submitted by drivers after each trip. 
• Maintain accurate records of fleet activities, dispatch history, driver performance, and operational reports. 

Reporting & Continuous Improvement

• Analyze fleet operational data and transportation performance indicators. 
• Prepare periodic reports on fleet utilization, dispatch performance, operational challenges, and service improvements. 
• Recommend process improvements to increase fleet utilization, reduce transportation costs, and improve customer service. 
• Support the implementation of fleet management best practices and operational procedures. 

Technical Skills

• Proficiency in Microsoft Office applications (Excel, Word, Outlook, and PowerPoint). 
• Experience using Transport Management Systems (TMS), GPS tracking systems, and route planning software. 
• Good understanding of fleet operations, dispatch planning, logistics, and transportation processes. 
• Knowledge of transportation regulations, road safety standards, and fleet documentation requirements.