Dispatch Coordinator

Purpose of the Position

The Disptach Coordinator supports the daily coordination, scheduling, and communication of the Heavy Haulage division. This role provides vital administrative and operational support to the on-site Dispatch and Heavy Haulage team, ensuring smooth communication between customers, drivers, and management.

The position requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Dispatch and Coordination

• Assist in scheduling, monitoring, and updating Heavy Haulage jobs within the dispatch system.
• Maintain clear and timely communication with drivers, customers, and internal team members.
• Follow up on job progress, delivery times, and customer requirements as directed.
• Support the Heavy Haulage Dispatch Coordinator in managing workload allocation and routing efficiency.
• Enter and update accurate job information into Tow Manager and other operational systems.
• Assist in preparing and distributing daily driver rosters and shift allocations.

Customer Communication and Support

• Handle inbound and outbound calls and emails in a professional and courteous manner.
• Provide customers with timely updates regarding bookings, ETAs, or delays.
• Escalate customer complaints or complex queries to on-site management as required.
• Maintain a strong focus on delivering high-quality customer service and responsiveness.

Driver and Team Communication

• Relay dispatch instructions, updates, and changes to drivers promptly and accurately.
• Assist with sending daily memos, operational updates, and safety communications to drivers.
• Maintain professional and supportive communication channels with the Heavy Haulage fleet.
• Support on-site leadership in coordinating internal messages between depots and departments.

Administrative Support

• Prepare and send daily operational summaries and driver performance updates.
• Assist in generating invoices, quotes, and job reconciliations as directed.
• Support with record-keeping, filing, and documentation of completed jobs.
• Assist with incident reporting, compliance documentation, and job closure accuracy.
• Contribute to process improvement by identifying inefficiencies and suggesting solutions.

Skills and Attributes

• Strong written and verbal English communication skills.
• Highly organised, reliable, and able to prioritise multiple tasks in a fast-paced setting.
• Exceptional attention to detail and accuracy in data entry and reporting.
• Strong customer service orientation with a professional and friendly manner.
• Ability to work independently while maintaining proactive communication with on-site teams.
• Positive and solution-focused attitude.
• Competent computer literacy, particularly in Microsoft Office, email platforms, and transport management systems.
• Familiarity with dispatch platforms such as LinkSoft Tow Manager, SafetyCulture, or FleetHub (preferred but not essential).

Experience and Qualifications

• Minimum of 2 years experience in an administrative, coordination, or dispatch support role (transport industry preferred).
• Experience in communicating with drivers, customers, or remote operational teams.
• Proven ability to work within established processes and meet service delivery expectations.
• Background in logistics, freight, or towing dispatch (advantageous).