Job Purpose

• The Dispatch Supervisor will be responsible for coordinating daily transportation and dispatch operations, ensuring adequate vehicle capacity, efficient allocation of transport resources, and timely execution of the transportation plan.
• The role will also support carrier management, freight-rate monitoring, carrier development, bidding activities, contract renewal and commercial negotiations, while ensuring that transportation resources are deployed efficiently and in line with company requirements.

Key Responsibilities

Carrier & Transporter Coordination

• Coordinate with approved carriers to ensure adequate transportation capacity is available to meet operational requirements.
• Maintain regular communication with transporters regarding vehicle availability, dispatch schedules and transportation requirements.
• Monitor carrier performance and follow up on delays, shortages and service-related issues.
• Develop and maintain effective working relationships with transportation service providers.
• Coordinate with internal departments to ensure transportation requirements are clearly communicated to carriers.

Vehicle & Capacity Planning

• Allocate vehicle resources in accordance with the approved transportation plan.
• Monitor daily and weekly vehicle requirements against available transport capacity.
• Track carrier capacity utilization and identify potential capacity shortages in advance.
• Ensure vehicles are deployed efficiently according to route, destination, cargo requirements and operational priorities.
• Coordinate additional vehicle resources when existing capacity is insufficient.
• Monitor dispatch execution and ensure transportation plans are implemented effectively.

Quota & Capacity Management

• Track the implementation and utilization of basic transport quotas and flexible quotas.
• Monitor actual vehicle deployment against approved quotas and transportation plans.
• Identify variances, under-utilization or over-utilization of allocated capacity.
• Prepare regular reports on quota utilization and transport capacity.
• Escalate significant capacity gaps or deviations to the Transport/Logistics Manager.

Market Rate & Competitor Analysis

• Collect and analyze current market transportation rates.
• Monitor competitor freight rates and transportation market trends.
• Conduct regular market research to identify changes in fuel prices, route costs, capacity and market conditions.
• Provide recommendations to management regarding appropriate transportation rates.
• Support periodic reviews of transportation costs to ensure competitiveness and cost efficiency.

Bidding & Tender Support

• Support transportation bidding and tender activities.
• Assist in preparing carrier bid documents, rate comparisons and commercial evaluations.
• Collect and analyze quotations submitted by transportation service providers.
• Prepare comparative analyses of carrier rates, service capabilities and commercial terms.
• Support negotiations with carriers to achieve competitive rates and favorable business terms.
• Maintain accurate records of bidding activities and outcomes.

New Carrier Development & Qualification

• Identify and develop potential new transportation service providers.
• Conduct preliminary assessments of new carriers based on capacity, fleet availability, experience, service capability and geographical coverage.
• Coordinate the qualification and onboarding process for new carriers.
• Verify required carrier documentation, licenses, insurance, permits and other compliance requirements.
• Maintain an updated database of qualified and approved carriers.
• Monitor newly onboarded carriers and assess their performance during the initial engagement period.

Contract & Commercial Management

• Support the renewal of transportation contracts before expiry.
• Coordinate with relevant departments and carriers during contract-renewal processes.
• Monitor and maintain agreed commercial terms and conditions.
• Support the implementation of fuel/oil price adjustment mechanisms in transportation contracts.
• Track changes in fuel prices and assess their impact on transportation costs.
• Ensure agreed commercial terms are accurately reflected in carrier agreements.
• Maintain proper records of contracts, amendments, rate agreements and other commercial documentation.

Dispatch Monitoring & Reporting

• Monitor daily dispatch activities and transportation plan implementation.
• Track vehicle allocation, utilization and carrier performance.
• Prepare daily, weekly and monthly transportation reports.
• Highlight capacity shortages, delays, cost variances and other operational issues.
• Provide accurate transport data to support management decision-making.
• Analyze transportation performance and recommend areas for improvement.

Cost Control & Process Improvement

• Monitor transportation costs and identify opportunities for cost optimization.
• Ensure transport resources are utilized efficiently.
• Identify unnecessary transportation costs and operational inefficiencies.
• Support initiatives aimed at improving dispatch efficiency and reducing logistics costs.
• Continuously improve carrier allocation, capacity planning and dispatch processes.

Qualifications & Experience

Academic Qualifications

• Bachelor's degree or Diploma in Logistics, Supply Chain Management, Transport Management, Business Administration or a related field.
• Professional certification in CIPS, CILT, or Supply Chain Management will be an added advantage.

Experience

• 3–5 years of experience in transportation, dispatch, logistics or fleet operations.
• Experience coordinating with third-party transporters/carriers is highly preferred.
• Experience in transport capacity planning and vehicle allocation.
• Experience in freight-rate analysis, bidding/tender processes and carrier negotiations.
• Experience in carrier qualification, contract management and commercial terms will be an advantage.
• Experience in a manufacturing, FMCG, building materials or distribution environment would be highly desirable.

Technical Skills

• Strong knowledge of transportation and dispatch operations.
• Good understanding of freight-rate structures and market pricing.
• Strong Excel and data-analysis skills.
• Experience working with ERP/TMS/SAP or other logistics systems.
• Good understanding of carrier contracts and commercial terms.
• Ability to analyze transportation data and prepare management reports.