Dispatch Specialist

What does a Dispatch Specialist do?

A Dispatch Specialist is a skilled professional responsible for coordinating and managing the scheduling, assignment, and communication of service or delivery operations. They ensure that field personnel, drivers, or technicians are efficiently dispatched to the right locations at the right time to meet customer and business needs. Dispatch Specialists monitor routes, track job progress, and communicate real-time updates to both staff and clients to ensure timely service delivery. They also handle scheduling adjustments, resolve delays or emergencies, and maintain detailed records of dispatch activities By optimizing routes and coordinating teams, Dispatch Specialists enhance efficiency, service quality, and customer satisfaction.

Tier 1

.

 1 to 2
years of
experience

Tier 2

.

 3 to 5
years of
experience

Tier 3

.

 > 5
years of
experience

ABOUT THE ROLE

Roles and Responsibilities

  • Coordinate and assign daily schedules, routes, and service tasks to field staff or drivers.
  • Monitor ongoing dispatch activities to ensure timely arrivals, efficient routes, and service quality.
  • Act as the main point of contact between operations teams, drivers, and customers.
  • Communicate updates, delays, or changes in schedules promptly and clearly.
  • Track job progress and maintain accurate records of completed services or deliveries.
  • Resolve routing or scheduling issues quickly to minimize downtime and disruptions.
  • Collaborate with operations, logistics, and customer service teams for smooth workflow coordination.
  • Ensure compliance with company policies, safety regulations, and service standards.
  • Support reporting efforts by providing insights on dispatch performance and efficiency metrics.
  • Demonstrate professionalism, accuracy, and problem-solving skills in all dispatch communications

Day-to-Day Duties

  • Assign and monitor daily routes, deliveries, or service tasks.
  • Communicate schedule changes and updates to drivers or field staff.
  • Track real-time progress and address delays or routing issues.
  • Record job details and maintain accurate dispatch logs.
  • Coordinate with operations and customer service to resolve issues.
  • Ensure all activities meet safety and service standards.

SKILLS AND TOOLS

Soft Skills

  • Clear and professional communication
  • Empathy and patience in high-pressure situations
  • Strong attention to detail and awareness
  • Critical thinking and fast decision-making
  • Excellent time management and multitasking
  • Dependability and collaborative teamwork

Hard Skills

  • Proficiency with dispatch software and GPS tracking systems
  • Knowledge of routing, scheduling, and delivery procedures
  • Understanding of DOT regulations and safety compliance
  • Accuracy in documentation and incident reporting
  • Real-time route monitoring and performance tracking
  • Experience in customer communication and issue resolution

Tools

GPS Tracking & Fleet Management Platforms (e.g., Geotab, Cartrack) 90%
Dispatch & Scheduling Software (e.g., Titan GPS, FTSGPS) 70%
Route Optimisation Tools • Mobile Apps / Driver Interfaces 80%

Education

Common Educational Backgrounds and Careers for this Role:

  • Logistics and Supply Chain Management
  • Transportation Management
  • Business Administration
  • Operations Management
  • Fleet Management
  • Customer Service
  • Office Administration
  • Dispatch or Scheduling Certification
  • Associate’s Degree
  • Bachelor’s Degree

CANDIDATES TESTS

Tests & Evaluations for Candidates

Shipment Coordination & Scheduling

Assesses ability to interpret logistics data, optimize delivery schedules, and coordinate shipment timelines using analytics and forecasting tools.

8/10

Strong organizational and decision-making skills ensure candidates can manage multiple shipments, prioritize schedules, and maintain delivery precision under time constraints.

Communication & Problem-Solving Simulation

Evaluates communication clarity, analytical reasoning, and responsiveness when resolving shipment discrepancies, data gaps, or performance issues.

8/10

Effective communication and responsiveness demonstrate the candidate’s ability to collaborate across teams, resolve delivery issues, and keep stakeholders informed.

Documentation & Reporting Accuracy

Measures precision in maintaining clean datasets, generating dashboards, and creating analytical reports that support supply chain decision-making.

8/10

High attention to detail ensures candidates can maintain complete shipment records, track performance metrics, and support audit-ready documentation.