DOT Permit & Dispatch Coordinator

Job Description

Job Description

Job Summary:

The Dispatch Coordinator is responsible for assisting the Dispatch team in coordinating and scheduling cranes, operators, oilers, truck drivers, and related equipment to meet customer needs. This position serves as the communication hub between customers, sales, project managers, field personnel, permitting agencies, and shop operations to ensure safe, timely, and profitable execution of all scheduled work.

Key Responsibilities:

• Obtain oversize/overweight permits for cranes, boom trucks, and support equipment in accordance with federal, state, and local regulations.
• Coordinate permit applications with state Departments of Transportation (DOTs), municipalities, counties, utility companies, and other regulatory agencies.
• Determine permitting requirements by reviewing equipment dimensions, axle weights, routes, and customer jobsite locations.
• Research and identify approved travel routes, bridge restrictions, construction zones, road closures, and curfews that may impact equipment movement.
• Ensure all permits are secured and distributed to drivers and operators prior to equipment mobilization.
• Assist with daily approval of dispatch tickets and ensure accurate tracking of time and Field Personnel across multiple different jobsites/customers.
• Assist Dispatch department with data entry of permit costs.
• Assist Dispatch department in scheduling jobs and projects with collaboration.
• Accurate and timely completion of jobs and projects utilizing dispatch software.
• Coordinate with 3rd party vendors and subcontracted services as needed through PO process.
• Detailed document retention and relaying information to appropriate parties including, Field Personnel, Sales, Accounting, HR, Service, Customers, Vendors and Management.
• Ensure security of information in all matters pertaining to company and customer information.
• Assist daily distribution of job board/tickets to Sales team and Field Personnel for upcoming work.
• Maintain solid communication lines between Sales, Service and Field Personnel.
• Track Bill of lading and load out sheets.
• Assist in building load sheets based on location.
• Ability to work on call, out of the office, 24hr/7 days a week.
• Travel as needed: less than 5%.
• Other duties as assigned by management.
  

Qualifications:

• Bachelor’s degree or 2-3 years of equivalent work experience in Construction and/or Equipment, Trucking leasing/rental field.
• Experience obtaining oversize/overweight permits strongly preferred.
• Excellent verbal and written communication skills.
• Construction or equipment rental and leasing experience strongly preferred.
• Ability to work independently and as part of a team.
• Experience in a diverse work environment; ability to connect with key decision makers as well as field operation contacts.
• Proficient in using MS Office Suite.
• Excellent organizational skills and attention to detail.

Physical Requirements:

• While performing the duties of this job, the employee is required to sit, stand, walk, stoop or crouch and climb ladders/stairs.
• Work indoors and outdoors in varying weather conditions.
  

GENERAL DUTIES and EXPECTATIONS:

• Adhere to Company Code of Conduct/Ethics and Core Values.
• Ability to multi-task, prioritize and manage time effectively in daily & weekly work schedules to meet deadlines and commitments.
• Contribute to the professional culture within the office and company overall.
• Ensure security of information in all matters pertaining to company, client, and customer information.
• 40-hours work week in pursuit of company objectives.