LEAD DISPATCHER

Job Overview:

The Outbound Dispatch Lead owns the safe, timely and cost-effective execution of outbound deliveries and pickups. This position develops and communicates the daily delivery plan, maximizes internal Driver and fleet capacity before engaging 3PL, monitors Hours of Service and delivery progress, maintains continuous Dispatch coverage and ensures all delivery documentation (including signed PODs) is completed and retained.

Essential Duties & Responsibilities:

• Create, publish, and actively manage the daily Driver and Delivery Day Plan.
• Conduct a documented shift handoff covering incomplete deliveries, pickups, exceptions, available Driver hours and next-day priorities.
• Maintain a shared Dispatch calendar and ensure PTO, appointments and absences have documented coverage.
• Participate in a defined after-hours and weekend coverage rotation.
• Crosstrain Dispatch personnel so no critical responsibility is dependent upon one individual.
• Maximize internal Driver hours and fleet capacity before requesting Hotshots or other 3PL services.
• Obtain approval for 3PL use when internal capacity remains available or the expense exceeds an established threshold.
• Combine routes and loads where service windows, equipment, and Hours of Service are allowed.
• Track avoidable Hotshots, 3PL Spend, Cost Per Delivery / Cost Per Stop, Loads Per Driver and internal fleet utilization.
• Review planned, versus actual routes and explain material exceptions.
• Monitor every active delivery from dispatch through completion.
• Coordinate delivery appointments with Vessels, Terminals, Customers, Agents, Vendors and Boarding Representatives.
• Proactively communicate delays or service risks immediately; do not wait until the delivery window has already been missed.
• Reallocate Drivers and equipment when schedules change or an exception occurs.
• Maintain an accurate, real-time Dispatch board accessible to the entire team.
• Ensure a signed POD is captured from the individual receiving every shipment.
• Confirm PODs are uploaded and linked to the applicable order within the required timeframe.
• Escalate missing or disputed PODs before invoicing or collection is impacted.
• Maintain a daily POD exception list until every delivery is closed.
• Use Geotab to monitor Driver location, Hours of Service, DVIR completion and operational exceptions.
• Maintain accurate Driver, vehicle, registration, inspection and maintenance records.
• Create compliant BOLs and ensure Hazmat documentation, placarding and shipment requirements are satisfied.
• Maintain working proficiency in Geotab, AX, Excel, Outlook and Teams.
• Coordinate DOT and fleet-compliance matters with HR, Safety and Compliance.
• Direct and prioritize the daily work of Outbound Dispatch personnel and assigned Drivers.
• Establish schedules, assignments and coverage expectations.
• Train, coach and evaluate Dispatch personnel.
• Address performance and conduct concerns and maintain appropriate documentation.
• Participate in interviewing and selection decisions.
• Make recommendations regarding hiring, promotion, corrective action and termination that are given meaningful consideration by Management.
• Maintain and ensure PM schedules on the trucks are managed and kept up-to-date
• Perform other duties as assigned.