Pilot Car Coordinator

Position: Pilot Car Coordinator

Reports To: Permits Supervisor

Job Summary

The Pilot Car Coordinator is responsible for creating and maintaining a comprehensive listing of pilot car services. Confirming that these services meet UACL standards to ensure the safe and compliant transportation of oversized loads. This role involves liaising with heavy haul contractors, ensuring compliance with regulations, and providing reliable pilot car options for heavy haul operations.

Key Responsibilities

• Establish and maintain relationships with pilot car service providers. Regularly update the listing with new service providers and remove outdated or non-compliant ones.
• Negotiate terms, conditions, and rates with service providers to ensure cost-effective solutions for heavy haul contractors.
• Verify the credentials, insurance, and regulatory compliance of all pilot car services.
• Coordinate with heavy haul contractors to understand their specific pilot car needs.
• Serve as the primary point of contact for heavy haul contractors regarding pilot car services.
• Coordinate the scheduling and deployment of pilot cars and escort services for oversized load transportation.
• Obtain necessary permits and ensure compliance with federal, state, and local regulations related to oversized load transportation.
• Prepare and submit regular reports on pilot car services and compliance status to management.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree in logistics, transportation, or a related field is preferred.
• Preferably, a minimum of 3-5 years of experience in transportation, logistics, or a related field, with specific experience in permitting and pilot car operations.
• Comprehensive knowledge of federal, state, and local regulations related to oversized load transportation is ideal.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Proficiency in using AS400 and Microsoft Office Suite.

Expectations & Performance Criteria

Operational Efficiency:

• Time taken to schedule and deploy pilot cars.
• Utilization rate of pilot cars and escort services.
• Timeliness of permit acquisition.

Accuracy in Documentation:

• Accuracy and completeness of records.
• Successful audit outcomes without discrepancies.

Issue Resolution Timeliness:

• Average time to resolve issues or incidents.
• Number of unresolved or recurring issues.

Reporting and Analysis:

• Timeliness and accuracy of submitted reports.
• Quality of insights provided in performance reports.

Professional Development:

• Participation in relevant certification and staying informed on industry standards.

This job description outlines the essential functions and qualifications for the role of Pilot Car Coordinator. It is not an exhaustive list of all duties and responsibilities. The company reserves the right to amend and change responsibilities to meet business and organizational needs.