Dispatch & Shop Supervisor

Dispatch & Shop Supervisor

Department

Operations

Position Summary

The Dispatch & Shop Supervisor is responsible for coordinating field crew dispatch, daily labour planning, manpower scheduling, attendance communication, and urgent breakdown response so operational requirements are staffed and communicated quickly. The role maintains workforce schedules and planning records using Bullet's approved manpower planning software, facilitates weekly and urgent manpower meetings, and works closely with field crews, Project Managers, and the Operations Execution Team. The position also coordinates shop readiness, material staging, shipping and receiving, PPE availability, inventory and warehouse control, and tool and equipment maintenance support. The overall objective is to ensure the right people, materials, PPE, tools, and equipment are available and ready for effective execution.

Key Responsibilities
1. Workforce Dispatch & Manpower Planning
•  Dispatch and schedule field crews based on project requirements, available labour, and changing operational priorities.
•  Complete daily labour planning and crew assignments.
•  Schedule and facilitate weekly manpower planning meetings.
•  Initiate and coordinate additional manpower planning meetings whenever urgent operational demands, staffing changes, or critical priorities arise.
•  Use Bullet's approved manpower planning software for all workforce scheduling, resource allocation, labour forecasting, and manpower planning records.
•  Monitor technician availability and labour utilization and identify potential manpower conflicts before they affect execution.
•  Coordinate emergency breakdown staffing and response requirements with an appropriate sense of urgency.

2. Attendance & Operational Communication
•  Maintain attendance records and promptly inform the Operations Execution Team of employee absences and late arrivals.
•  Maintain daily communication with field crews and Project Managers regarding crew assignments, manpower changes, and operational impacts.
•  Communicate urgent staffing conflicts, shortages, and scheduling changes quickly and clearly to the appropriate internal resources.

3. Shop Readiness, Materials & Shipping / Receiving
•  Maintain shop organization, housekeeping, and day-to-day readiness.
•  Stage materials and required resources for upcoming jobs.
•  Coordinate shipping and receiving through the appropriate internal resources.
•  Ensure shop and warehouse areas remain organized so materials, tools, and equipment can be located and deployed efficiently.

4. PPE, Inventory & Warehouse Oversight
•  Ensure appropriate PPE is stocked, readily available, and issued to employees as required.
•  Monitor PPE inventory levels and coordinate replenishment to prevent shortages.
•  Inspect PPE regularly and coordinate replacement of damaged, worn, or expired equipment.
•  Perform inventory counts and maintain accurate inventory records.
•  Establish and maintain appropriate minimum and maximum inventory levels.
•  Coordinate replenishment of stock and critical spare parts.
•  Optimize warehouse organization and material storage to support operational readiness.

5. Tools & Equipment Coordination
•  Track tools and support accountability for company tools and equipment.
•  Coordinate equipment maintenance, calibration, repairs, and replacement through the appropriate resources.
•  Follow up on outstanding repairs, calibrations, and equipment availability issues to prevent delays to field execution.

6. Records & Administrative Control
•  Maintain accurate and current dispatch records.
•  Ensure manpower planning software, resource schedules, attendance information, and operational records remain current and reliable.
•  Maintain organized records related to inventory, PPE, tools, equipment repairs, and calibration coordination as required.

Decision Making & Accountability

•  Make day-to-day field crew scheduling and crew assignment decisions within approved project priorities and available labour.
•  Schedule manpower planning meetings and coordinate routine material staging, shipping and receiving, inventory replenishment, PPE replenishment, and tool/equipment repair or calibration activities.
•  Escalate decisions that materially affect customer commitments, staffing levels, significant unplanned expenditures, major equipment replacement, or company policy.
•  Maintain accurate records, communicate changes quickly, and follow through on assigned actions until they are complete.

Qualifications & Experience

•  Experience in dispatch, workforce/manpower planning, industrial service coordination, shop or warehouse operations, inventory control, or a related operations role.
•  Industrial trades, service contracting, manufacturing, or similar industrial operating experience is preferred.
•  Strong understanding of workforce scheduling, resource allocation, attendance communication, inventory control, shop readiness, and urgent breakdown coordination.
•  Strong computer skills, including Microsoft Office, Excel, Outlook, Teams, and workforce/manpower planning software.
•  Strong organizational skills with the ability to manage competing priorities, changing schedules, and urgent operational requirements.
•  Clear written and verbal communication skills with strong attention to detail, record accuracy, and follow-up.

Core Competencies

•  Accountability and follow-through	•  Leadership
•  Communication	•  Initiative and sense of urgency
•  Planning and organization	•  Problem solving
•  Time management	•  Adaptability

Performance Expectations

•  Manpower schedules are accurate, current, and complete in Bullet's approved manpower planning software.
•  Weekly manpower meetings occur consistently and additional meetings are initiated promptly when operational urgency requires them.
•  Absences, late arrivals, urgent manpower changes, and breakdown staffing requirements are communicated quickly to the Operations Execution Team and Project Managers.
•  Labour and technician resources are utilized effectively and manpower conflicts are identified early.
•  The shop, warehouse, materials, PPE, tools, and equipment remain organized and ready to support upcoming work.
•  Inventory records remain accurate and critical stock, PPE, and operational supplies are replenished before shortages affect execution.
•  Tool and equipment repairs, calibration, and availability issues receive timely follow-up.
•  Dispatch and operational records are accurate, reliable, and maintained consistently.

Role Scope

•  This role owns the dispatch, manpower planning, shop, inventory, PPE stocking, warehouse, and equipment-coordination responsibilities described above.
•  Fleet management, purchasing/vendor management, and leadership of the company's Health & Safety Management System remain outside this role unless separately assigned.
This job description outlines the primary duties and expectations of the position. Responsibilities may evolve as operational requirements change.