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Pilots Coordinator

4 months ago

Saskatoon, Canada Q-Line Trucking Full time

The Pilots Coordinator is responsible for arranging and coordinating both Q-Line company pilot drivers and also outside (contracted/3rd party) pilots. Duties include negotiating rates, routing pilot trucks, communicating with the various Departments in order to keep current pilot car requirements, and verifying final pilot car invoices. Promote Q-Line safety and expectations and procedures to pilot drivers. This position requires excellent communication skills, and effective time management.

**KEY RESPONSIBILITIES & ACCOUNTABILITIES**
- Oversees and directs their fleet of pilot drivers based on daily needs, and coordinating and assigning specific tasks, instruction, and guidance.
- Schedules, dispatches, and monitors pilot driver trips through the tracking website.
- Organizes and keeps track of truck keys and spare sets and gives out shop keys to drivers, as required.
- Oversees driver time-off and returns-to-work (vacation, appointment time, sick time, leaves of absence) and communicates with HR as required through Kronos.
- Oversees, dispatches, and directs outside pilots according to specified rates/location.
- Works closely with outside companies to make sure the pilot driver knows the specific route and is the first point of contact for any questions and/or concerns.
- Provides and keeps track of PO Numbers assigned for outside pilots.
- Negotiates rates and contracts with outside pilot companies to ensure Q-Line is not overpaying for their services.
- Maintain and enhance new pilot contacts and negotiate competitive rates.
- Keeps track of pilot documents including insurance documents, agreements, and yearly rate sheets.
- Ensures Q-Line pilot drivers are utilized first before outside pilots, whenever possible.
- Ensures adherence to provincial, state, and federal provisions for specialized loads.
- Maintains complex spreadsheets and data, including escort master files, pilot costs, invoicing.
- Assist and support sales and projects department with escort pricing
- Review LME Escort margin reports and provide feedback on results for training purposes
- Collaborate with other departments to identify and resolve issues regarding ongoing projects.
- Problem solving and trouble shoot issues through proactive communication with internal departments (Dispatch, CSR’s, Sales, Projects Department, Safety, etc.)
- Verify pilot car invoices for accuracy, utilizing tools to ensure accurate payment, in a timely manner.
- Lead, influence, and educate pilot car drivers on Q-Line safety procedures to meet and/or exceed Safety expectations to minimize accidents, moving violations and citations. This may include organizing tailgate meetings.
- Conduct root-cause analysis when a failure occurs to identify solutions to eliminate problems in the future. Communicate safety failures to be recorded and tracked for reoccurrence and determine if retraining of pilot car drivers would be appropriate.
- Responsible for investigating and resolving pilot/escort related issues during loading, transit, and/or final delivery of load.
- Acting as a liaison between pilot drivers and truck drivers.
- Position requires work responsibilities outside of normal business hours, including a weekend Extended Coverage rotation. Infrequent travel may be required.
- Other duties may be assigned.