The Freight Dispatcher is responsible for managing the full dispatch operation across approximately 15 trucks, including load sourcing, rate negotiation, driver coordination, and in-transit management.

This is a high-impact, revenue-driving role where every decision directly affects company profitability. The dispatcher is expected to think proactively, manage multiple moving parts, and maintain operational efficiency in a fast-paced environment.

Key Responsibilities

Load Planning & Booking

• Maintain a 48–72 hour rolling load plan for each truck
• Source loads through DAT, Truckstop, and broker portals
• Evaluate loads based on revenue per mile, cost, and positioning
• Pre-book reloads before current deliveries
• Prioritize lane consistency and driver home time
• Build relationships with core brokers and shippers
• Track and manage all loads in Prophecy TMS

Rate Negotiation & Revenue Optimization

• Negotiate rates using DAT RateView and market data
• Ensure loads meet minimum profitability thresholds
• Negotiate accessorials (detention, TONU, layover, etc.)
• Secure written approvals for additional charges
• Optimize payment terms and quick-pay options
• Track revenue per truck and optimize performance

Broker & Shipper Relationship Management

• Vet brokers using compliance tools (FMCSA, Carrier411, etc.)
• Verify factoring approval before booking loads
• Complete broker onboarding and setup
• Maintain broker performance scorecards
• Build long-term, reliable freight relationships

Driver Communication & Management

• Serve as primary contact for all drivers (Spanish communication required)
• Conduct daily check-ins (morning, mid-day, end-of-day)
• Assign loads based on HOS, location, and driver preferences
• Communicate all load details clearly
• Manage driver issues, conflicts, and emergencies
• Ensure driver satisfaction and retention

Hours of Service (HOS) & Compliance

• Monitor driver HOS via ELD systems
• Ensure compliance with FMCSA regulations
• Plan loads considering realistic transit conditions
• Track and resolve HOS issues proactively
• Monitor compliance risks and escalate when needed

In-Transit Load Management

• Track all active loads via GPS and tracking tools
• Monitor ETAs and manage delays proactively
• Coordinate schedule changes with brokers
• Manage breakdowns, weather disruptions, and rerouting
• Capture facility in/out times for detention

Document Collection & Billing Coordination

• Ensure complete documentation for each load (BOL, POD, rate confirmations, etc.)
• Enforce same-day POD submission via Transflo
• Maintain daily document cutoff for billing handoff
• Coordinate with billing specialist on missing documents
• Ensure invoice accuracy

Fuel & Cost Management

• Optimize fuel stops using fuel card programs
• Monitor fuel efficiency and idle time
• Support IFTA tracking and reporting

Reporting & Analytics

• Track revenue per truck weekly
• Monitor deadhead percentage and utilization
• Maintain broker performance logs
• Provide weekly dispatch performance reports
• Identify underperforming lanes and propose improvements

Additional Responsibilities

• Support strategic planning (lane development, growth)
• Assist with driver onboarding and training
• Maintain contingency plans (weather, emergencies)
• Stay updated on regulatory changes
• Support process improvements with billing team

Qualifications

Required

• Bilingual English/Spanish (required)
• 2+ years of experience in FTL dispatch (dry van)
• Experience negotiating rates using market data tools
• Proficiency with DAT One and Truckstop
• Experience with TMS systems (Prophecy or similar)
• Strong knowledge of FMCSA regulations and HOS
• Experience with ELD systems (Motive, Samsara, etc.)
• Ability to manage 15+ trucks simultaneously

Core Competencies

• Strong decision-making under pressure
• High attention to detail
• Strong negotiation skills
• Relationship-building ability
• Proactive and ownership mindset
• Strong multitasking capability

Typical Work Day

• Review fleet status and HOS
• Conduct driver check-ins
• Source and book loads
• Negotiate rates and assign drivers
• Track loads and manage ETAs
• Follow up on documents
• Update systems and reports
• Plan next-day operations

Typical Workweek

• Monday: High-volume planning and load booking
• Tuesday–Thursday: Full dispatch operations
• Wednesday: Mid-week performance review
• Friday: End-of-week planning and reporting
• Weekend: On-call for emergencies

Performance Evaluation

Performance is measured based on:

• Revenue per truck ($4,000–$5,000 target)
• Deadhead percentage (<15% target)
• On-time pickup/delivery (98%+)
• Fleet utilization (70%+ active)
• Document submission accuracy and timeliness
• Accessorial revenue recovery
• Driver retention and satisfaction
• Broker compliance and relationships

Key Performance Indicators (KPIs)

• Revenue per truck per week
• Deadhead percentage
• On-time performance
• Loaded miles per truck
• Accessorial collection rate (80%+)
• POD submission timeliness (90%+ same day)
• Broker compliance (0 violations)
• Weekly reporting consistency

Work Environment

• Fully remote role
• High-pressure, real-time decision-making environment
• Requires strong autonomy and ownership
• Availability for after-hours emergencies
• Dedicated workspace required

Software & Tools

• Prophecy TMS
• DAT One & Truckstop
• Broker portals (Navisphere, TQL, Uber Freight, etc.)
• ELD platforms (Motive, Samsara)
• Transflo
• Tracking tools (MacroPoint, Trucker Tools, Project44)
• Factoring portals
• Fuel card platforms
• Communication tools (phone, Slack, email)

Final Notes

This role is one of the most critical revenue drivers in the company.

The Freight Dispatcher directly impacts:

• Revenue per truck
• Fleet efficiency
• Driver retention
• Operational stability

Success in this role means:

• High fleet utilization
• Strong rate negotiation
• Minimal deadhead
• Reliable execution
• Consistent profitability

About the Company

A growing South Florida-based freight carrier operating a fleet of 17 trucks across the Southeast United States.

The company specializes in full truckload (FTL) dry van freight, servicing key lanes across Florida, Georgia, the Carolinas, Alabama, Mississippi, Louisiana, Tennessee, and Texas.

Operating under a factoring model for cash flow, the company relies on strong dispatch operations to maximize:

• Revenue per truck
• Fleet utilization
• Driver retention
• Broker relationships

All drivers are Spanish-speaking independent contractors, making bilingual communication essential.