Fleet Dispatcher

Job Description

Job Description

Position Summary:

The Dispatcher is responsible for the efficient scheduling, routing, and coordination of lowboy, triaxle, and roll-off truck operations. This role requires a CDL license and working knowledge of heavy equipment transport regulations and procedures. The ideal candidate has experience in logistics, strong problem-solving skills, and a no-nonsense approach to getting trucks where they need to be on time and within compliance.   This position may also include dispatching sweeper trucks as part of future operational needs. 

Essential Duties and Responsibilities:

Dispatch Coordination 

• Assign routes and jobs to drivers based on equipment availability, driver’s hours, and project needs. 
• Coordinate timing of lowboy hauls based on jobsite start times, mobilization deadlines, and equipment readiness.
• Determine the safest and most efficient routes for all truck types, including detours for height, weight, or hazardous material restrictions.
• Ensure all oversized or overweight loads are properly permitted and escorted if required by DOT/state laws.
• Use GPS or fleet management software to monitor driver locations, job progress, and estimated time of arrivals (ETAs).
• Adjust dispatch schedules in real-time to handle breakdowns, traffic delays, jobsite changes, or driver call-offs.
• Communicate daily with jobsite personnel to align truck/equipment dispatching with current project needs.
• Document pickup/drop-off times, load details, ticket numbers, and material quantities for accurate billing and reporting.
• Verify driver availability and hours of service before assigning hauls to prevent violations and ensure legal operation.
• Optimize the use of company-owned trucks versus third-party rentals to control costs and availability.
• Schedule drop-offs, pick-ups, and swaps of roll-off containers at job sites or waste facilities.
• Review that all scheduled moves, loads, and deliveries are completed and logged properly before closing the dispatch day.
• Keep an updated log of where all trucks and equipment are located and when they will be available for the next job.

Communication & Oversight

• Use phone, radio, or dispatch systems to provide real-time instructions, updates, and support throughout the workday. 
• Get load-out schedules, site readiness updates, and special hauling instructions directly from field leadership.
• Confirm that drivers are on time for start-of-day roll calls and have completed their routes or jobs before closing out.
• Respond to equipment breakdowns, site delays, or routing issues quickly and provide solutions or alternate instructions.
• Proactively inform drivers, foremen, and customers of any changes, delays, or rescheduling needs.
• Ensure drivers submit required paperwork (load tickets, scale receipts, delivery confirmations) on time and correctly filled out.
• Follow up with drivers at the end of their shift to discuss issues, confirm task completion, and gather feedback.
• Communicate with maintenance, safety, and operations teams regarding truck readiness, driver availability, or compliance issues.
• Use GPS/fleet tracking systems to oversee driver speed, idle time, route adherence, and safe driving practices.
• Reinforce policies regarding personal conduct, equipment use, communication protocols, and reporting requirements.
• Inform management of recurring issues, safety risks, or driver concerns that need higher-level attention.
• Give detailed direction for unusual loads (e.g., oversize/overweight, hazardous material, sensitive equipment) including permits, securement, and drop zones.
• Communicate with customers and field crews to plan timely bin swaps, empties, or repositions.
• Be available and responsive to all communication regarding truck operations during active dispatch hours.

Compliance & Documentation

• Ensure all assigned drivers have current, valid CDL licenses and medical certifications on file. 
• Monitor driver logs daily to prevent HOS violations and avoid DOT penalties.
• Collect, review, and store ELD or manual logs as required for audits and internal recordkeeping.
• Document each trip's origin, destination, time, mileage, load type, and quantity for billing and compliance.
• Confirm drivers are following DOT load securement rules and carrying proper permits for oversize/overweight hauls.
• Require and collect completed DVIRs (Driver Vehicle Inspection Reports); flag and report any safety defects.
• Log all dispatch activity, including truck assignments, time out/in, load status, and customer/job site info.
• Track bin drop-off, pick-up, dump, and swap activities with customer name, location, and waste type.
• Ensure fuel tickets and odometer readings are submitted and recorded for IFTA and internal tracking.
• Organize and provide records (logs, tickets, permits, inspections) when required for compliance reviews or audits.
• Maintain a record of any infractions, citations, or accidents involving drivers or equipment.
• Record and report any equipment issues or defects flagged by drivers during dispatch operations.
• Store logs and documents in accordance with DOT/FMCSA and company record retention policies.
• Confirm trucks and trailers are only being used by authorized, qualified personnel.

CDL Back-Up Driving and Training

• Operate and teach lowboy, triaxle, or roll-off trucks when scheduled drivers are unavailable due to call-outs, vacations, or no-shows. 
• Drive in situations that require advanced skill or experience, such as congested urban zones or rough terrain.
• Evaluate new drivers' performance during real-world runs and provide feedback on driving technique, routing, and safety.
• Instruct drivers on dispatch protocols, paperwork handling, ELD usage, load tracking, and communication expectations.
• Reinforce defensive driving, HOS rules, pre-trip inspection standards, and accident-avoidance best practices.
• Assess whether drivers are ready for solo runs and report competency to operations/safety managers.
• Provide retraining for drivers flagged for safety violations, DOT issues, or performance problems.
• Occasionally deliver quick safety meetings or one-on-one refreshers on topics like load securement, speed control, or winter driving.
• Keep a log of all training or mentoring sessions and submit it to HR or Safety for compliance tracking.

Qualifications:

• High School Diploma or GED, College or technical training is a plus but not mandatory. 
• 3-5 years of Commercial Driving Experience (Hands-on experience operating lowboys, triaxles, and/or roll-offs preferred). 2+ years of Dispatching Experience (Preferably in construction, heavy haul, or waste hauling environments)

Industry Specific Certifications and Skills

• Valid CDL A Drivers License
• DOT Med Card
• Load Securement Training/FMSCA Cargo Securement Certification
• OSHA 10/30-Hour Certification
• Customs/Border Compliance Courses (ACI/ACE/PARS/PAP Basics)

Physical Requirements

• Ability to work in both office and shop environments
• Ability to stand, walk, bend, lift or carry up to 40lbs. 
• Use of personal protective equipment (PPE) required when on-site
• Some travel may be required

Work Environment

• Office environment with occasional shop environment
• Exposure to outdoor conditions, including weather, dust, and noise
• Fast-paced, service-oriented environment with cross-functional collaboration

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.