Operations Assistant
Position Summary
The Operations Assistant provides administrative and operational support to the Brokerage and Asset departments by ensuring freight documentation is accurate, paperwork is completed on time, and administrative tasks are handled efficiently. This role allows brokers and managers to focus on customer relationships, load management, and business development.
Essential Job Responsibilities
Operations Support
Receive and organize incoming load information.
Route asset-based freight to the Asset Manager.
Route brokerage freight to the Brokerage Manager or assigned broker.
Enter and update loads in the Transportation Management System (TMS).
Verify load information for accuracy and completeness.
Documentation & Paperwork
Prepare rate confirmations for broker approval.
Send and follow up on paperwork requests with carriers.
Track outstanding Proofs of Delivery (PODs).
Ensure all shipment documents are received and properly filed.
Prepare completed load files for billing.
Maintain organized electronic records for all shipments.
Customer & Carrier Administrative Support
Answer general office phone calls and direct inquiries to the appropriate department.
Assist with carrier onboarding.
Collect and verify insurance certificates, W-9s, operating authority, and compliance documents.
Maintain customer and carrier records.
Billing Support
Verify completed paperwork before invoicing.
Coordinate with Accounting to resolve missing documentation.
Assist with invoice preparation and document submission.
Administrative Support
Maintain digital filing systems.
Prepare reports and spreadsheets for management.
Schedule meetings and interviews.
Assist with onboarding new employees.
Perform general office administrative duties as assigned.
Responsibilities Not Assigned to This Position
Negotiating freight rates.
Dispatching company drivers.
Managing customer accounts.
Providing shipment updates to customers.
Contacting drivers or carriers for routine load updates.
Resolving service failures or claims.
These responsibilities remain with the assigned Freight Broker, Asset Manager, or Brokerage Manager.
Key Performance Indicators (KPIs)
Timely routing of incoming freight.
Load entry accuracy.
POD collection rate.
Documentation completion time.
Carrier onboarding completion.
Billing packet accuracy.
Overall administrative efficiency. Better? Operations Assistant
Position Summary
The Operations Assistant supports the Brokerage Manager and Asset Manager by handling administrative tasks, paperwork follow-up, and daily operational support to keep freight operations organized and efficient.
Responsibilities
Receive incoming freight requests and route them to the correct department:
Asset loads → Asset Manager
Brokerage loads → Brokerage Manager/Broker
Enter and update load information in the TMS.
Follow up on missing paperwork:
Proof of Delivery (POD)
Rate confirmations
Bills of lading (BOLs)
Other required documents
Organize and maintain load files and documentation.
Assist with carrier setup and collecting required documents:
Insurance certificates
W-9s
Carrier packets
Support billing by ensuring all required paperwork is complete.
Prepare reports and spreadsheets as needed.
Assist managers and brokers with administrative tasks.
Maintain accurate records and ensure information is updated.
Key Focus
The Operations Assistant keeps paperwork, documentation, and administrative tasks organized so brokers and managers can focus on customers, sales, and operations.
Pay: From $1,920.00 per month
Work Location: Hybrid remote in Nacogdoches, TX 75965
