Logistics Coordinator

Petroleum Express Inc. Job Description

Logistics Coordinator 1 Rev. Date: May/2026

TITLE: Logistics Coordinator

DEPARTMENT: Logistics

REPORTS TO: Logistics Manager

FLSA STATUS: Non-Exempt

Summary: This Logistics Coordinator will be responsible for dispatching drivers and trucks to ensure safe and efficient fuel delivery operations. Supports customer needs by coordinating timely deliveries while maintaining high service standards.

Essential Duties: Essential job duties for this position include the following items. Other duties must be performed as assigned or required.

• Organizes and completes daily dispatch workflow in a timely, safe, and cost-effective manner.
• Accurately takes fuel orders from customers over the phone and via email; enters orders into dispatch software system (CE) in a timely and accurate manner; properly calculates load limits.
• Efficient scheduling of fuel deliveries – includes regular communication with drivers, effective route planning, and updating routes as needed.
• Communication with customers about fuel delivery details and times, with attention to special handling requests, ensuring exceptional customer service.
• Maximizes utilization of company assets while still meeting customer expectations.
• Tracks driver progress throughout their shifts, moving loads and/or truck assignments around to accommodate delays.
• Monitors all late deliveries; communicates with customers and tracks detention charges for billing.
• Handles incoming customer inquiries or concerns with focus on polite professionalism, escalates concerns as appropriate.
• Provides daily feedback to Logistics Manager on dispatch flow and any issues/concerns.
• Confirmation of new order paperwork; preparation of dispatch documents; verification of load documents after delivery for billing.
• Proper shift set up and seamless transfer to next shift to ensure smooth operation.
• Reviews of previous shift recap report to ensure all tasks are addressed and information is noted.
• Backup dispatch coverage during vacations, unplanned absences, etc.
• Emergency response support – follow safety guidelines and report all incidents.
• Other tasks and duties as assigned or as needed for successful daily dispatch operation.
• Work toward continuous quality improvement.
• Stay current with changing technology, including software and CE programs.
• Uphold, support, and promote all company policies and procedures.

Supervisory Responsibilities: The Logistics Coordinator has no supervisory responsibility.

Qualifications: To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills and ability required.

Education/Experience:

• High school diploma or general education degree (GED)
• One to three months related experience and/or training; or equivalent combination of education and experience.

Language Skills:

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

• Ability to use/navigate the Internet and email, computers, word processing, graphics and multimedia, spreadsheets, and databases.
• Ability to create presentations and spreadsheets. Utilization and proficiency in industry specific software.

Certificates, Licenses, Registrations:

• None

Acknowledgement:

I understand that this position description is not an exhaustive list of all functions that I may be required to perform, and I may be required to perform additional functions. Additionally, the company reserves the right to revise the job description at any time.

I acknowledge this position description was reviewed with me and a copy was provided to me. I agree to and accept the terms and conditions and acknowledge this does not represent a contract of employment, and that employment at Petroleum Express Inc. is employment at-will, which may be terminated at the will of either the company or myself.

As a condition of employment with Petroleum Express, Inc., (Motor Carrier), applicants to safety-sensitive positions MUST submit to a pre-employment controlled substance abuse test as required by the Federal Motor Carrier Safety Regulations (FMCSR) Section 382.301. The motor carrier MUST receive a verified negative test result for the applicant to be eligible for employment.

If you are hired, you will be subject to laws requiring additional controlled substances and alcohol testing on you and under numerous situations including, but not limited to, the following: Post Accident (Sec. 382.303), Random (Sec. 382.305), Reasonable Suspicion (Sec. 382.307), Return to Duty (Sec. 382.309), and Follow-up (Sec. 382.311).

An employee who tests positive for controlled substance(s) and/or alcohol test will be immediately removed from a safety-sensitive position as required by Part 382 of the FMCSR. Federal law prohibits a driver from returning to a safety-sensitive position for any motor carrier until and unless the driver completes the Substance Abuse Professionals (SAP) evaluation, referral, and educational/treatment process, as described in FMCSR Part 40, Subpart O.

All controlled substance and alcohol testing will be conducted in accordance with Parts 40 and 382 of the FMCSR.