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Dispatch Manager

Aaction Rents
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Job Overview

The Dispatch Manager ensures safe, efficient, and timely delivery of rental equipment while complying with all federal, state, county, and local regulations. This role combines a strong customer focus with effective leadership of the dispatch team, prioritizing internal coordination to provide exceptional service. The Dispatch Manager oversees scheduling, fleet maintenance, regulatory compliance, and staff training, while maintaining data-driven performance metrics and operational cost efficiency.

Key Responsibilities

Customer-Centric Operations

  • Foster a “customer-first” mentality, consistently aiming to exceed expectations.
  • Ensure deliveries align with customer agreements, achieving on-time delivery targets of 95% or higher.
  • Coordinate inter-company hauls and updates with all departments, focusing on seamless communication to support team goals.

Scheduling & Dispatch

  • Manage daily driver schedules, ensuring efficient routes, minimizing dry runs, and maximizing multi-unit loads.
  • Adapt to evolving demands, including driver call-outs, emergency requests, and last-minute order adjustments.
  • Use dispatch tools (Dispatch Module, Day at a Glance, GPS systems) to optimize resource allocation, monitor real-time progress, and analyze performance data to improve dispatch efficiency.

Safety & Compliance

  • Conduct monthly safety meetings, ensuring drivers comply with equipment certification and usage standards.
  • Ensure all Department of Transportation (DOT), Federal Motor Carrier, and BIT inspection requirements are met.
  • Maintain current, organized permits and records, including compliance with California-specific environmental standards such as CARB regulations.

Fleet Maintenance

  • Schedule preventive maintenance and repairs, coordinating with the shop manager to minimize downtime.
  • Track maintenance schedules and inspections (90-day intervals, DVIR compliance) using Point of Rental (POR) software for accurate record-keeping and audit readiness.

Team Leadership

  • Set individual and team goals, performing regular evaluations to support growth and accountability.
  • Train team members on federal, state, and company standards, emphasizing safety, compliance, and service excellence.
  • Resolve conflicts professionally and foster a positive work environment, managing stress levels effectively.

Reporting & Data-Driven Improvement

  • Generate weekly productivity reports to measure department performance and identify opportunities for efficiency.
  • Analyze data from dispatch systems to identify trends, enhance driver performance, and reduce costs per mile.
  • Address internal department challenges directly and escalate cross-departmental issues to the General Manager as needed.

Vendor & External Hauls

  • Minimize the use of outside haulers by maximizing internal resources; outsource only when all internal options have been explored.

General Upkeep & Presentation

  • Ensure that trucks and equipment are clean and presentable, projecting professionalism and care.

Crisis and Risk Management

  • Develop contingency plans for emergencies, such as severe weather, vehicle breakdowns, and other unexpected events, ensuring continuity of operations.

Qualifications

Education & Experience

  • High school diploma or equivalent.
  • At least 2 years of experience in dispatch, transportation, or a related industry with a customer service focus.

Skills & Certifications

  • Valid California driver’s license with a clean record.
  • Proficiency in Point of Rental or similar dispatching software, GPS tracking systems, and other fleet management tools.
  • Strong understanding of DOT, Federal Motor Carrier, and California environmental regulations, including CARB.
  • Proven ability to analyze and act on performance data, with a focus on efficiency and cost control.
  • Proficient in multitasking in a fast-paced, demanding environment, with exceptional attention to detail and safety.

Physical Requirements

  • Ability to sit or stand for extended periods, lift up to 80 pounds, and safely navigate varying terrain and weather conditions.
  • Quick response to auditory cues and visual attentiveness to maintain safety standards.