Dispatch Administrative Assistant
About the company: Reed Hurst Trucking, Inc., headquartered in Pocatello, ID; is a family-owned cryogenics and hazmat carrier with 30+ years in the transport business. With 90+ trucks, the company operates out of multiple locations in the west including Pocatello ID, Price UT, Cortez CO, and Cheyenne WY. This customer focused company is growing and continues to expand with opportunities in existing and new market segments.
- Job Summary: This role reports to the Lead Dispatcher and works closely with additional departments including Driver Payroll and Customer Billing. Primary responsibilities include administrative, system and process support for daily Driver Dispatch; and timely and accurate data gathering and reporting to support Payroll and Billing functions. An essential part of the role will include learning dispatch and driver processes and staying up to date with ongoing operations sufficiently to answer off hours questions from Drivers, Customers, and others.
Work Schedule:
Although orientation and training will be accomplished on a M-F regular day time schedule, the final schedule for this role will be Sunday - Thursday from 0630 - 1500 in order to best support the company's ongoing operational schedule and customer requirements.
Major Duties and Responsibilities:
- Verify and accurately process Driver trips as entered into the system with close attention to detail. This may include research and verification into events that may cause a process or trip exception including delays, breakdowns, or customer issues.
- Create, organize, and maintain Dispatch records and files accurately and up to date. Provide timely response to all incoming communications (email, text, voicemails, etc.) either directly or via referral to the appropriate contact.
- Learn Company, Driver, and Customer processes sufficiently to provide off-hours coverage on an as-scheduled basis (i.e. evenings/weekends per coverage calendar) or occasionally on an emergency basis, as needed. Develop the ability to support problem resolution and process improvements.
- Coordinate daily with Driver Payroll and Customer Billing to ensure prompt and accurate processing of Driver Trip Sheets required to complete payroll and billing. Coordinate daily and collaborate closely to enhance and streamline work flow and processes, especially those related to Driver pay and Customer billing.
- Demonstrate a ‘customer service’ focused approach to answering questions, tracking down information, resolving issues for Drivers, Customers, and Co-workers.
- Perform accurate, timely, and detailed data entry into various company systems; demonstrate both the willingness and ability to learn new systems/software applications.
- Answer and make calls; take details, route calls, and relay information as applicable.
- Provide general administrative support including copying, faxing, filing and mail distribution.
- Support and complete project or miscellaneous task assignments as directed by the Operations Manager or Lead Dispatcher. Support tracking for current jobs and projects.
Qualifications / Work Experience:
- High School or GED required.
- Minimum 3 – 5 years of experience in a responsible Administrative role.
- Additional coursework in Accounting, Business, or Logistics a plus.
- Demonstrated computer proficiency and familiarity with software including Microsoft Office Suite. Computer literacy beyond mobile devices is a MUST.
- Transport/Logistics or Systems administrative process related experience preferred.
Critical Success Factors:
- Collaborative team player able to develop strong working relationships with a variety of people; looks for opportunities to share/exchange information.
- Strong communication skills including written and verbal.
- Visibly prioritizes customer service, and positive results.
- Very organized and process oriented; able to prioritize effectively and meet deadlines.
- Nimble; thrives in a fast paced and sometimes chaotic environment.
- Meticulous attention to detail and accuracy; capable of multi-tasking and conflict resolution.
- Seeks out continuous improvement opportunities; identifies problems and finds solutions.
Benefits: Benefits include health insurance (medical, dental, vision); paid vacation and holidays; life insurance; and 401k with company contribution.
Equal opportunity employer (MFDV)
Job Type: Full-time
Pay: $40,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person
