Position Summary
The Dispatcher is responsible for planning, coordinating, and overseeing the daily scheduling and dispatch of company drivers, trucks, and equipment. This role ensures efficient and cost-effective operations that meet production targets, maximize profitability, and support project timelines. The Dispatcher manages all related documentation, reporting, and communication between drivers, site teams, suppliers, and management.
In addition to dispatch responsibilities, the role supports both sales and customer service functions. This includes maintaining a strong understanding of service rates and identifying opportunities to upsell services that align with customer needs. The Dispatcher is also responsible for delivering a positive customer experience by building strong relationships, understanding each client’s business, and proactively recommending solutions that support their operations.
This position plays a critical role in maintaining operational efficiency, regulatory compliance, and high service standards within a fast-paced construction environment.
Key Responsibilities
1. Dispatch & Scheduling
- Plan, schedule, and coordinate daily dispatch of fleet drivers and equipment
- Manage deliveries of aggregates (sand, stone, gravel), asphalt, and soil removal
- Monitor truck locations, delivery schedules, and route efficiency in real time
- Respond to operational challenges (weather, traffic, site constraints, breakdowns)
- Ensure compliance with safety regulations, company policies, and hours-of-service rules
- Coordinate with pits, quarries, suppliers, and site teams to confirm logistics
- Optimize fleet utilization and minimize downtime and idle equipment
- Maintain knowledge of load-restricted routes and transportation requirements
2. Equipment & Logistics Coordination
- Schedule heavy equipment and operator assignments
- Coordinate float moves for construction equipment
- Assist operations and site teams with sourcing dump site locations
- Liaise with third-party partners and subcontractors as required
3. Timekeeping & Documentation
- Maintain a centralized dispatch and time-tracking system
- Verify and approve driver timesheets and daily work breakdowns
- Ensure accurate job costing allocation for labor, trucks, and equipment
- Review and process driver documentation, including:
- Delivery tickets (stone/hourly)
- Driver logs
- Packing slips and materials
- Time-off requests
- Enter and track data in internal systems in a timely manner
- Forward verified documentation to accounting/billing
4. Driver & Fleet Administration
- Prepare and communicate daily and next-day schedules
- Assign drivers based on licensing, experience, job requirements, and seniority
- Maintain driver logs and ensure regulatory compliance and record retention
- Provide support during incidents, including MTO/OPP matters when required
- Coordinate subcontracted (“sub”) trucks when fleet capacity is exceeded
- Ensure all subcontractors meet compliance requirements (WSIB, insurance, Form 1000)
5. Customer Service & Business Support
- Receive and process inbound requests (phone/email) for trucking/hauling aggregates/material delivery, equipment moves, and related services; capture all order details
- Provide professional, timely updates to customers on scheduling, changes, and issue resolutions; document commitments, and changes to avoid disputes
- Ensure expectations are clearly set for extra/changes and that supporting records are retained as part of the job documentation
- Provide pricing for COD customers
- Maintain strong relationships with customers, suppliers, and subcontractors
- Confirm customer and job information is accurate and updated when work is awarded
- Validate prerequisites before dispatching resources
6. Sales Support
- Support business development by identifying opportunities to utilize idle trucks
- Qualify opportunities by asking the right questions (scope clarity, urgency, frequency, access limitations, on-site constraints, after-hour needs) to match the right truck/partners and avoid service failures.
- Support pricing and scope alignment by coordinating with Sales/Estimating/operations when a request requires confirmation of rates, scope, production needs, or documentation.
- Promote appropriate add-on services (as applicable) (e.g. additional loads, material options, alternative scheduling, additional services offerings, bundled support) while staying within approved pricing/rate sheets and internal guidelines
- Track outcomes (won/lost reasons, recurring customer needs, frequent friction points) and feed insights back to leadership to improve close rates, scheduling efficiency, and customer satisfaction.
7. Financial Accountability
- Ensure accurate coding and tracking of revenue-generating activities
- Monitor truck profitability and utilization
- Prepare and review revenue reports (actual vs. budget)
- Provide recommendations to improve operational and financial performance
8. Human Resources & Workforce Management
- Assist with driver recruitment, screening, and onboarding
- Conduct driver evaluations and participate in training initiatives
- Support performance management, including documentation and discipline
- Complete monthly performance evaluations
- Crosstrain drivers to ensure operational flexibility
9. Safety & Compliance
- Promote and enforce company safety policies and procedures
- Ensure drivers follow safe work practices, including proper loading, securing, and site access procedures
- Coordinate safe access to construction sites, including awareness of ground conditions, overhead hazards, and traffic flow
- Participate in safety meetings and ongoing training initiatives
- Conduct weekly safety talks and submit documentation
- Perform random truck inspections and report deficiencies
- Complete monthly fleet safety audits
- Maintain records of incidents, accidents, and near misses in compliance with regulations
10. General Duties
- Participate in daily production and operational meetings
- Maintain accurate and organized documentation systems
- Support software implementation and process improvements
- Ensure clear communication with project teams regarding schedule changes
- Open and close dispatch office as required
- Foster a collaborative, team-oriented work environment while maintaining leadership objectivity
Performance Expectations
Success in this role is measured by:
- Efficient fleet utilization and minimized downtime
- Accuracy and timeliness of scheduling, reporting, and documentation
- Ability to meet deadlines and respond to changing conditions
- Profitability of dispatch operations
- Compliance with safety and regulatory requirements
- Overall support of company production and financial goals
Working Conditions
- Fast-paced, high-pressure office environment
- Frequent communication via phone, radio, and dispatch systems
- Early mornings and extended hours during peak seasons
- Occasional weekends and on-call responsibilities
Core Competencies
- Strong organizational and multitasking skills
- Excellent communication and coordination abilities
- Problem-solving mindset with a proactive approach
- Ability to perform under pressure and adapt quickly
- Leadership and decision-making capability
Qualifications
Education:
- High school diploma or equivalent (required)
Experience:
- Minimum 2 years of dispatch experience (required)
- Experience in construction or aggregate hauling (preferred)
- Supervisory experience (preferred)
Licensing:
- AZ/DZ License (required for driver evaluations)
Technical Skills:
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience with dispatch, scheduling, and purchasing systems (asset)
- Knowledge of construction equipment and terminology (asset)
Regulatory Knowledge:
- Understanding of the Highway Traffic Act and commercial vehicle requirements (preferred)
Additional Expectations
This role requires flexibility and the ability to perform additional duties as assigned, including tasks that may fall outside the standard scope of responsibilities.
Pay: $45,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Ability to commute/relocate:
- Thorold, ON: reliably commute or plan to relocate before starting work (required)
Experience:
- Dispatch: 2 years (required)
Language:
Licence/Certification:
- Az/DZ Licence (preferred)
Work Location: In person
