Fleet Dispatcher

About Us Allstate Septic Systems is a family-run septic service company serving homeowners, contractors, businesses, and municipalities across eastern Pennsylvania. Our core service area is Northampton and Lehigh counties, with extended coverage into Monroe, Pike, and Wayne counties. We pump and service septic systems, perform inspections. Our reputation is built on showing up on time and treating customers right — and that starts at the dispatch desk. Position Summary The Fleet Dispatcher is the hub of our daily operation. This person owns the schedule for the entire fleet, coordinates and supervises field personnel, and is often the first voice our customers hear. We are looking for someone who is highly organized, very comfortable with computers — especially Microsoft Excel and the rest of Microsoft Office — and genuinely outgoing. You will answer incoming customer calls and also make outbound calls to grow the business. If you like a fast-paced day, solving problems on the fly, and talking with people, this role is for you. Key ResponsibilitiesFleet Scheduling & Dispatch Build, manage, and update the daily, weekly, and monthly schedule for all trucks and drivers (pump trucks and support vehicles) Plan efficient routes across our service area to minimize drive time, fuel use, and overtime Schedule septic pumping, inspections, emergency calls, and recurring service routes Adjust the schedule in real time for emergencies, weather, breakdowns, call-offs, and customer changes Coordinate vehicle availability with maintenance and repair schedules so trucks are serviced on time Track driver hours and help the team stay within hours-of-service limits and company policies Make sure every job is closed out accurately — tickets, gallons, notes, and photos — so billing is correct and on time Personnel Management Assign daily work to drivers and crew members and serve as their main point of contact throughout the day Track attendance, call-offs, and time-off requests; coordinate coverage and communicate with payroll Help onboard new field staff: schedules, routes, paperwork, and company procedures Reinforce safety procedures and help distribute monthly safety briefs and other safety program materials Document performance or conduct issues and bring them to the Operations Manager promptly Keep driver files and certifications (CDL, medical cards, training records) organized and flag upcoming expirations Customer Service Answer incoming calls professionally and with a positive, helpful attitude Book new service, quote standard pricing from the company price list, and explain our services clearly Handle customer questions, schedule changes, and complaints — and follow through until they are resolved Process callbacks and return voicemails and after-hours messages promptly Notify customers of arrival windows, delays, and completed work Business Development During slower parts of the day, as the schedule allows: Follow up on open quotes and estimates to turn them into booked work Call past customers who are due for pumping to schedule their next service Keep a simple log of follow-up calls and the work they book Data, Reporting & Administration Maintain schedules, job logs, route sheets, and trackers in Microsoft Excel Build and update reports on jobs completed, truck utilization, overtime, callbacks, and new business Use Microsoft Outlook, Word, and Teams for email, calendars, letters, and team communication Keep office files, permits, and service records organized and easy to find QualificationsRequired 2+ years of experience in dispatch, scheduling, logistics, or office/operations coordination Advanced Microsoft Excel skills: formulas , sorting and filtering, conditional formatting, pivot tables, and building clean, easy-to-read schedules and reports Strong working knowledge of Microsoft Outlook, Word, and Teams, and general comfort learning new software and phone systems quickly Outgoing, friendly, and …

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