FUEL & LUBE DISPATCHER COORDINATOR

Job Description

Job Description

Fuel Dispatching & Delivery Coordination

·        Plan, schedule, coordinate, and dispatch daily fuel deliveries utilizing truck and trailer transportation.

·        Assign loads based on customer requirements, product, terminal location, delivery window, driver availability, equipment capacity, and operational efficiency.

·        Coordinate deliveries of gasoline, diesel, renewable diesel, and other fuel products handled by the Company.

·        Verify order details, product, quantities, terminal or loading point, customer location, and delivery instructions before dispatch.

·        Prioritize deliveries based on customer needs, tank levels, potential run-outs, scheduled windows, and operational urgency.

·        Monitor dispatched loads from assignment through completion and promptly address delays, terminal outages, allocations, equipment issues, or other exceptions.

·        Coordinate split loads, multi-stop deliveries, emergency deliveries, and schedule changes when required.

Lube Oil Dispatching & Delivery Coordination

·        Plan, schedule, and coordinate lubricant and specialty product deliveries using appropriate trucks, trailers, delivery vehicles, and third-party carriers.

·        Coordinate deliveries of packaged and bulk lubricants, oils, greases, DEF, and other Company-distributed products as applicable.

·        Confirm product description, quantity, package size or bulk requirement, customer location, delivery window, and special handling instructions.

·        Coordinate with Purchasing, Inventory Control, Warehouse, and Customer Service to confirm product availability and readiness before dispatch.

·        Group and sequence deliveries to improve route efficiency while meeting customer commitments and vehicle capacity limitations.

·        Communicate changes, shortages, backorders, substitutions, or delivery constraints to the appropriate internal personnel before shipment whenever possible.

·        Monitor deliveries through completion and resolve missed, partial, refused, damaged, or otherwise incomplete deliveries.

Driver, Truck & Trailer Coordination

·        Maintain regular communication with drivers regarding assignments, loading instructions, customer locations, delivery requirements, and schedule changes.

·        Confirm that the appropriate truck, trailer, compartments, pumps, hoses, or other equipment are available for the assigned delivery.

·        Coordinate with third-party transportation providers when outside carriers are utilized.

·        Consider driver availability and applicable hours-of-service limitations when assigning or modifying loads.

·        Coordinate breakdowns, equipment substitutions, route changes, and other transportation disruptions.

·        Use available GPS, telematics, dispatch, or transportation management systems to monitor delivery progress as appropriate.

Terminal, Warehouse & Inventory Coordination

·        Coordinate fuel loading from applicable terminals and supply points and lubricant loading from Company warehouses or other designated locations.

·        Monitor terminal outages, loading delays, product allocations, inventory shortages, warehouse readiness, and other supply disruptions.

·        Work with Purchasing and Inventory Control to identify product availability and communicate shortages that may affect scheduled deliveries.

·        Assist in identifying alternate loading points, products, routes, or delivery arrangements when operationally necessary and properly authorized.

·        Communicate material supply or inventory concerns to management and affected departments promptly.

Customer Service & Communication

·        Communicate professionally with customers regarding scheduled deliveries, anticipated arrival times, delays, and delivery-related questions.

·        Respond promptly to urgent fuel or lubricant delivery requests and potential customer run-out situations.

·        Work closely with Sales and Customer Service to resolve delivery issues and maintain customer satisfaction.

·        Document customer delivery instructions, access restrictions, operating hours, tank requirements, contact information, and other relevant delivery details.

·        Escalate significant customer service, safety, product, or delivery concerns to management.

Documentation & Administrative Responsibilities

·        Maintain accurate dispatch records for assigned fuel and lubricant deliveries.

·        Review bills of lading, delivery tickets, manifests, electronic delivery records, proof of delivery, and other transportation documentation for completeness.

·        Ensure completed delivery information is properly communicated or entered into applicable Company systems.

·        Investigate discrepancies involving products, quantities, delivery locations, paperwork, load information, or customer receipts.

·        Maintain records of canceled, delayed, rescheduled, partial, or refused deliveries.

·        Assist Accounting, Operations, Inventory Control, Purchasing, and other departments with delivery research when requested.

Knowledge, Skills & Qualifications

·        High school diploma or equivalent required; additional education or transportation/logistics training is a plus.

·        Previous dispatching, transportation, logistics, petroleum, lubricants, trucking, warehouse, or related operational experience preferred.

·        Experience dispatching fuel transports, lubricant deliveries, hazardous materials, or commercial truck and trailer operations strongly preferred.

·        Strong organizational, scheduling, problem-solving, verbal, and written communication skills.

·        Ability to manage multiple drivers, orders, customers, products, and changing priorities simultaneously.

·        Working knowledge of computers, email, Microsoft Office, dispatch systems, transportation management systems, and GPS/telematics technology.

·        Ability to learn petroleum products, lubricant products, terminal and warehouse procedures, customer locations, and Company delivery processes.

·        General understanding of DOT and hours-of-service requirements applicable to commercial drivers.

·        Ability to work effectively with drivers, customers, carriers, Sales, Customer Service, Warehouse, Purchasing, Inventory Control, Accounting, and management.

We are actively seeking an experienced full-time sales associate-representative to work the Bay Area.

Company Description

We are actively seeking an experienced full-time sales associate-representative to work the Bay Area.