Pilot Car Coordinator

St. Cloud, Minnesota
Operations and Fleet Management
Depends on Experience 
Friday - Monday

Position Summary:

Friday - Monday or Friday -Tuesday - Hours for this position are flexible and can be discussed at time of interview.

Example Schedules:

Friday 8 AM to 8 PM; Saturday 8 AM to 5 PM;  Sunday 8 AM to 5 PM; Monday 8 AM to 8 PM

Pilot Car Coordinator is responsible for supporting the movement of oversized loads by arranging certified 3rd party pilot car services in a timely manner, including negotiating rates and auditing final pilot car invoice.  Responsible for investigating and resolving all escort-related issues that arise during pickup, transit, and/or final delivery of load.  Enhance and increase the regional pilot car base of Sentinel Pilot Car Services, by implementing sound marketing and customer service principles to attract and retain qualified pilot car drivers, while acting as the liaison between the pilot cars and truck drivers.

Essential Duties and Responsibilities:

  • Negotiate rates with pilot cars to escort shipments in line with current market condition strategy/pricing

  • Dispatch qualified pilot cars to loads, communicating all pertinent information to drivers and pilot cars necessary for a high level of service, responding to questions, investigating and resolving problems as needed, and updating escort moves in the data system

  • Act as a liaison between pilot cars and drivers/fleet managers, coordinating the logistics involved in pilot cars meeting drivers at a location

  • Audit pilot car invoices for accuracy

  • Support company safety policies and procedures and communicate to pilot car drivers

  • Enhance relationships and work to grow pilot car capacity in assigned region

  • Resolve issues that may come up outside of normal business hours



  • Higher education (i.e. two or four year degree) preferred but not required

  • Good understanding of marketing, sales and customer service

  • Strong computer proficiency in Microsoft Excel, Word and Outlook


Core Competencies:

  • Problem Solving – identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group and individual problem solving situations

  • Interpersonal – ability to get along with a variety of personalities and individuals; treats people with respect; works with integrity; accepts responsibility for own actions; keeps emotions under control
  • Customer Service – manages difficult customer situations; responds promptly to customer needs; meets commitments
  • Communication – speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; writes clearly and informatively; able to read and interpret written information
  • Adaptability – adapts to changes in work environment; able to deal with frequent change, delays, or unexpected events
  • Team Work – balances team and individual responsibilities; gives and welcomes feedback; contributes to building a positive team spirit
  • Organizational Support – follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values

  • Attendance/Dependability – consistently at work on time; follows instructions; completes tasks
  • Planning – prioritizes customer needs on an ongoing basis; uses time efficiently and proactively
  • Motivation – sets and achieves challenging goals; measures self against standard of excellence

Work Environment

  • Involves working in an office setting with a fast paced environment

  • Potential for high stress work volumes and seasonal volume fluctuations

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