Dispatcher & Operation Coordinator
Green Mountains Environment and Transportation
Total years of experience :14 years, 7 Months
- Receive and answer emergency and non-emergency calls
- Track and update call logs and data in software programs
- Good knowledge of route planning and fleet optimization knowledge.
- Scheduling and dispatching drivers, work crews, vehicles or equipment to appropriate locations according to predetermined schedules, customer requests or immediate needs
- Relaying information such as work orders or other messages to and from field inspectors, supervisors or emergency personnel.
- Speaking with supervisors or customers to resolve problems, requests for services or equipment.
- Preparing daily work such as schedules
- Preparing work orders for crew or receiving work orders from Customer service
- Keeping and organizing work requests, customer requests, completed work requests, charges for work performed, expenses for services performed, inventory records and other information
- Coordinate schedule in the most effective manner
- Track emergency vehicles to ensure a timely response.
- Receive and dispatch orders for products or deliveries
- Mobilized and demobilized Skips and bins.
- Delivers items to customers by verifying orders.
- Keeping Inventories and stock record.
- Supervise orders and arrange stocking of raw materials and equipment to ensure they meet needs.
- Plan and track the shipment of final products according to customer requirements
- Keep logs and records of warehouse stock, executed orders etc.
- Prepare accurate reports for upper management.
- Manage logistics, Account Coordination, Sales coordination, Reporting, the first level of escalations, and vehicle live tracking.
- Monitor and manage the renewal of GPS device, Tadweer Aber card Mulkiya and insurance of the vehicles.
- Reporting to Operation manager with regards to daily operational concern and reporting any pending collections end of the day.
- Preparing monthly Fleet Reports and other operations reports.
- Arranging and assisting with the onboarding of new employees.
- Diligently follows-up with the operations team, official approvals, timelines
- Handling digital operations links and digital information to the client
- Collects information and provides regular updates regarding standard operating procedures, rules and regulations and any other new information that can impact company operations
- Manage meeting logistics, arranging, preparation for meetings, agenda, documents, minutes, actions and follow-ups as required
- Ensure that all action points are delivered as per the agreed timelines and report this to the Head of Operations
- Handle requests and queries appropriately from clients or Operations Managers
- Perform other responsibilities and tasks as directed by the manager in order to meet department/ division objectives
- Managing deadlines and progress across the team to ensure the project is delivered on time and on budget
- Overseeing the delivery of projects and ensure they are delivered to specifications and high standard
- Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures
- Documenting and following up on important actions and decisions from meetings
- Preparing necessary presentation materials for meetings
- Providing administrative support as needed for the operations team
- Manage and route phone calls appropriately
- Process and report on office expenses
- Maintain physical and digital employee records
- Manage and order office supplies
- Make travel arrangements
- Organize company documents into updated filing systems
- Receive emergency and non-emergency calls and record significant information
- Address problems and requests by transmitting information or providing solutions
- Receive and dispatch orders for products or deliveries
- Coordinates and send vehicles to the Workshop
- Document and maintain history of maintenance and service and any warranty claims
- Coordinates vehicle collection and delivery there of Check and Authorize invoices.
- Maintenance time of vehicles by monitoring the time the vehicle spends in the workshop
- Use radio, phone or computer to send crews, vehicles or other field units to appropriate locations
- Monitor the route and status of field units to coordinate and prioritize their schedule
- Provide field units with information about orders, traffic, obstacles and requirements
- Enter data in computer system and maintain logs and records of calls, activities and other information
- Attend all breakdowns with Recovery
- Facilitate interactions with various departments to find solutions and resolve customer service matters
- Works with other dispatchers within the teams. Growing as resource for other dispatchers.
- Regular and consistent attendance and availability.
- Directs drivers daily activities
- Control the fleet drivers
- Coordinates special jobs, service and scheduling
- Coordinates with outside trucking subcontractors and by Phone with drivers, service and sales representatives Dispatch Ready Mix Cement to construction sites for multiple facilities; coordination of orders, trucks, and drivers
- Managing all vehicles and renewals of office related Government documents.
- Ensure implementation day-to-day activities of transportation.
- Maintain and manage all databases relating to transportation activities.
- Ensure compliance of safety standards in transportation functions.
- Ensure maintenance of vehicles in good running condition.
- Handle loading and unloading operations.
- Initiate cost efficiency measures in transportation operations.
- Implement environmental laws, procedures and processes.
- Manage, supervise and monitor fleet operations.
- Prepare document for Security Pass, Visa Application, Offer Letter & other related documents
- Arrange Manpower for Mechanical Construction & Commissioning team.
- Maintain personnel record inclusive of Staff Job assessment, Salary amendments and report.
- Arranging and coordinating transportation facilities to all the work locations and proper maintenance of the employee’s day to day records
- Making fresh vehicles and keep maintain the time sheet of all company drivers.
- Printing invoices and follow up for payment receivables
- To ensure that all Employees resident identity (Iqama) / passport were processed / renewed in time
- Arrange travel itineraries, ticket reservations, travel advances and ticket purchase as required
- Completing document number requests, archiving and filing of hardcopies and scanning documents as required
- Receipt and control of information from the client.
- Arranging rental equipment & Materials.
- Dealing with road and sea transport coordination.
- Plan and co-ordinate transportation of materials and manage the timely flow of customer orders
- While adhering to policies, procedures and regulatory requirements, facilitate the shipping and/or receiving of products.
- Organizing either the shipping or receipt of product or the preparation for delivery of product to and from the facility with focus on accuracy, efficiency and time management.
- Comply with laws, regulations and standards
- Complete documentation such as pick lists, bills of lading, work orders and shipping orders using computer-based technology
- Complete daily incoming and outgoing logs.
- Dispatch freight for delivery and arrange for pickups
- Record shipment data such as weight, charges and damages
- Contact carrier representative to make arrangements and to issue shipping instructions and delivery of materials
- Maintain employees personnel files and records
- Completing document number requests, archiving and filing of hardcopies and scanning documents as required
- Receipt and control of information from the client.
- Promoting and providing general assistance of all aspects of document control activities
- Arranging rental equipment & Materials.
- Track stocks of office supplies and place orders when necessary
- Submit timely reports and prepare presentations/proposals as assigned
- Supervising administrative staff and dividing responsibilities to ensure performance
- Coordinating office activities and operations to secure efficiency and compliance to company policies
- Filing of documents in systematic
- Maintain personnel record inclusive of Staff Job assessment, Salary amendments and report.
- Arranging and coordinating transportation facilities to all the work locations and proper maintenance of the employee’s day to day records
- Completing document number requests, archiving and filing of hardcopies and scanning documents as required
- Put label and indexes on the box file for easy searching and retrieval of documents.
- Manage a coordinated approach to resolving procedural issues in a timely manner
- Controlled copy documents are managed to auditable standard.