Fleet Planning Coordinator

Position Summary: Woods Transportation Solutions is seeking a highly organized and efficient Fleet Planning Coordinator to manage the daily operations of our local Commercial Driver’s License (CDL) fleet. This critical role is responsible for maximizing driver efficiency, ensuring on-time customer delivery, maintaining vehicle compliance, and coordinating maintenance schedules. The ideal candidate is a proactive problem-solver with excellent communication skills and a deep understanding of local logistics.

Primary Responsibilities: 

Dispatch & Routing

• Daily Route Planning: Create, optimize, and distribute daily delivery and pickup routes for a dedicated team of local CDL drivers, utilizing routing software and local knowledge to minimize mileage and maximize efficiency.
• Driver Management: Manage loads and trucks to drivers based on availability, required endorsements, hours-of-service (HOS), and route complexity.
• Real-Time Dispatch: Serve as the central point of contact for drivers throughout the day, managing and communicating changes to routes, load details, and traffic/road conditions.
• Load Preparation: Coordinate the staging and readiness of freight to align with the drivers' dispatch times.

Communication & Customer Service

• Customer Updates: Proactively communicate with customers regarding estimated delivery times (ETAs), service exceptions, delays, and any changes to their scheduled service.
• Internal Coordination: Liaise with the Sales and Warehouse teams to ensure alignment on customer commitments and load priorities.
• Issue Resolution: Quickly resolve operational issues, such as delivery window conflicts, accessorial requests, or vehicle breakdowns, adjusting routes and notifying stakeholders as necessary.

Compliance & Maintenance

• HOS Monitoring: Monitor driver hours-of-service (HOS) in real-time to ensure strict compliance with DOT regulations and company policy.
• Maintenance Scheduling: Coordinate and schedule routine and preventative maintenance (PMs) for all local fleet vehicles, minimizing service disruptions.
• Breakdown Management: Act as the first point of contact for vehicle breakdowns, arranging for road service and coordinating necessary repairs.
• Compliance Documentation: Track and maintain accurate records for driver certifications, vehicle registration, inspection reports (DVIRs), and maintenance history.

Required Skills, Knowledge and Abilities:

• Technical Skills: Proficiency with Transportation Management Systems (TMS) and dedicated route optimization software (e.g., Omnitracs, Samsara, or similar).
• Knowledge: Strong understanding of DOT regulations, Hours-of-Service (HOS) rules, and basic vehicle maintenance terminology.
• Communication: Excellent verbal and written communication skills with the ability to interact professionally with drivers, customers, and internal staff.
• Attributes: Highly organized, detail-oriented, and capable of multi-tasking and making quick, critical decisions in a fast-paced environment.

Preferred Qualifications:

• Experience: 2+ years of experience in logistics, transportation dispatching, fleet coordination, or a related operational role.

Physical Requirements & Work Environment:

• This role requires sitting for extended periods and heavy phone usage.
• Must be able to work occasional overtime to support the fleet schedule.

Pay: $45,000.00 - $45,760.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person