Dispatch Clerk

Position Summary

The Dispatch Clerk plays a critical role in supporting daily dispatch operations by ensuring accurate load management, timely communication with drivers and customers, and maintaining operational systems. This position is responsible for monitoring reports, updating systems, coordinating with dispatchers and customers, and ensuring all transportation activities are documented and executed efficiently.

Key Responsibilities

Load & Dispatch Support

• Review previous shifts to ensure all loads are properly closed; identify and close outstanding loads.
• Generate reports (e.g., 20 and under, low level, double dispatch, short load, and uncompleted forecast reports) and take appropriate action or escalate issues to dispatch.
• Maintain a live dispatch board and ensure all load information is accurate and up to date.
• Import and process orders for multiple clients (e.g., Boyett, Chevron) across all terminals.
• Process BP and Chevron retain/diversions in LF.
• Enter and update site readings (e.g., Jaco’s, Paul Oil, and other accounts) in TMW and Telapoint.

Driver & Operations Support

• Serve as a primary point of contact for drivers, handling incoming calls, messages, and workflow issues.
• Assist drivers with data entry, including loading/offloading information when needed.
• Handle driver check‑ins, provide ETAs, assign start times, and support daily operations.
• Review driver gallons for forecasted sites and communicate any changes.
• Support drivers with reconciliation calls, incident reports, accident reports, and breakdown reports.
• Coordinate road service and communicate with terminal managers and event leaders as needed.

Customer Service & Communication

• Maintain and monitor dispatch email inbox and respond to customer and internal communications.
• Provide customers with ETAs, updates, and required documentation.
• Process and communicate customer revisions, delays, and order changes.
• Send required daily and situational reports (e.g., BP ETA reports, Oil Delays notifications, water findings at VR sites).
• Update customer‑specific systems (e.g., Costco Sheets) with order changes, allocation adjustments, and operational notes.

Reporting & Administrative Duties

• Monitor and report low inventory levels, short loads, and double dispatch issues.
• Maintain accurate documentation of operational delays, driver movements, and system updates.
• Scan and file daily paperwork and assist billing with documentation questions.
• Create purchase orders for specific accounts (e.g., Jaco loads).
• Manage calendar updates for tank testing and notify dispatchers of upcoming tests.
• Send compliance certificates for expired units as needed.
• Enter driver data into external systems (e.g., Penske system for lube oil operations).

Required Skills & Competencies

· Strong organizational skills with the ability to manage multiple tasks in a fast‑paced environment

· Attention to detail and ability to maintain accuracy across multiple systems and reports

· Effective communication skills, both verbal and written

· Problem‑solving ability and quick decision‑making in time‑sensitive situations

· Customer service orientation with experience handling driver and client interactions

· Technical proficiency with transportation management systems (TMW preferred), spreadsheets, and email platforms

· Ability to prioritize tasks and meet deadlines in a high‑volume environment

· Strong team collaboration skills while also being able to work independently

Qualifications

Education & Experience

· High school diploma or equivalent required

· Previous experience in dispatch, transportation, logistics, or trucking industry preferred

· Experience working with dispatch systems (TMW, Telapoint, etc.) is a plus

· Familiarity with fuel distribution operations or terminal logistics preferred

· Proficiency in Microsoft Office (Excel, Outlook) or similar tools

Working Conditions

· Fast‑paced operational environment with frequent communication with drivers and customers

· May require working various shifts, including early mornings, evenings, weekends, or holidays depending on business needs

· Frequent use of computer systems and dispatch software

Physical Requirements

· Ability to sit for extended periods while working at a computer workstation

· Frequent use of hands, fingers, and wrists for typing and data entry

· Ability to view and interpret multiple screens and reports for long durations

· Occasional standing, walking, bending, or reaching as needed within the work area

· Ability to communicate clearly via phone and radio for extended periods

· Must be able to remain focused and alert in a fast‑paced, high‑volume environment

· Ability to respond quickly to changing operational needs and urgent situations

· May require the ability to work extended hours, including evenings, weekends, or holidays, as needed

Pay: $18.00 - $19.00 per hour

Work Location: In person