Transport Dispatcher

JOB DESCRIPTION

1. Transportation Planning & Dispatch Coordination

• Receive transportation requests from the Sales Department, Customer Service team, or customers.
• Plan and assign vehicles, drivers, and transportation resources according to shipment requirements.
• Schedule pickup and delivery activities to optimize transit time, operational costs, and fleet utilization.
• Plan efficient routes to minimize travel distance and reduce empty mileage.

2. Fleet & Driver Management

• Dispatch tractor trucks, cargo trucks, containers, and other transportation equipment according to the operational plan.
• Monitor drivers' schedules and ensure timely pickups and deliveries.
• Check vehicle conditions before and after each trip.
• Coordinate and manage any ad hoc vehicle dispatch requests.

3. Shipment Monitoring

• Track vehicle movements using GPS, telephone communication, or Transportation Management System (TMS).
• Provide real-time updates on shipment status.
• Ensure drivers follow planned routes and meet customer delivery schedules.
• Handle transportation issues promptly, including:
  • Traffic congestion
  • Traffic accidents
  • Vehicle breakdowns
  • Changes to delivery locations
  • Delivery delays

4. Cross-functional Coordination

• Coordinate with the Warehouse Department to arrange loading and unloading schedules.
• Work closely with the Documentation team to prepare all required shipping documents.
• Communicate with customers to confirm delivery schedules.
• Liaise with third-party transportation providers when outsourcing transportation services.

5. Transportation Documentation Management

• Verify dispatch orders, delivery notes, proof of delivery (POD), and bills of lading.
• Monitor the collection and return of transportation documents after delivery.
• Ensure all documentation is complete, accurate, and submitted on time.

6. Reporting & Cost Control

• Monitor the number of completed transportation trips.
• Prepare daily, weekly, and monthly transportation performance reports.
• Control transportation-related costs, including fuel, toll fees, loading/unloading expenses, and other operational costs.
• Prepare reports on fleet utilization, operational performance, and on-time delivery rates.

7. Problem Resolution & Customer Support

• Receive and respond to customer feedback during transportation operations.
• Coordinate the resolution of transportation-related complaints.
• Recommend improvements to service quality and dispatch processes.

JOB REQUIREMENTS

• Bachelor's degree or College diploma in Logistics, Transportation, Supply Chain Management, or a related field.
• Previous experience in transportation dispatching or logistics is an advantage.
• Proficient in Microsoft Office applications, especially Excel and Word.
• Experience using Transportation Management Systems (TMS), GPS tracking systems, or ERP software is preferred.
• Strong planning, dispatch coordination, and problem-solving skills.
• Excellent communication skills with customers, drivers, and internal departments.
• Ability to work under pressure and provide after-hours operational support when required.

REQUIRED SKILLS

• Transportation planning and dispatch coordination.
• Time management and organizational skills.
• Analytical thinking and problem-solving.
• Negotiation and communication skills.
• Teamwork and collaboration.
• Proficiency in Microsoft Excel and logistics management software.
• Good knowledge of transportation routes, transportation regulations, and freight handling procedures.