Dispatch Administrative Assistant

Interstate Moving | Relocation | Logistics; Virginia; On-site; USD 28,000 - 42,000; Full time

Job summary

Interstate Moving | Relocation | Logistics is seeking a Local Dispatch Administrative Assistant to work with the Terminal Manager in a fast-paced environment, handling diverse duties under general supervision.

Responsibilities include preparing daily paperwork, managing emails, setting up deliveries, coordinating dispatch schedules, and handling calls from customers and drivers to ensure accurate documentation and timely service.

Qualifications

• Must have Intermediate MS Word, Excel, and PowerPoint.
• Typing speed at least 40 wpm.
• High school diploma or GED; or related training.
• Ability to read and follow simple instructions and communicate clearly.

Responsibilities

• Prepare daily paperwork for the Local Service Center.
• Manage emails related to Local Service Centers and route as needed.
• Set up deliveries and dispatch schedules for upcoming days.
• Handle customer, packer, driver, and crew calls.
• Ensure paperwork accuracy and proper payment collection.
• Review paperwork for completeness.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Typing 40 wpm

Multi-tasking

Education

High school diploma or GED

Tools

IVUE

IM IS

IVL

Job description

SUMMARY
The Local Dispatch Administrative Assistant works directly with the Terminal Manager. This position must be able to handle a multitude of functions in a fast paced environment. This position works under general supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following. Other duties may be assigned.

• Prepares daily paperwork for the Local Service Center.
• Changes all e-mails that affect the Local Service Centers, forwards e-mails to Springfield and/or Dulles if they pertain to them.
• Set up deliveries for all types of shipments.
• Clears inbound storage shipments, military – JPPSOWA Ft Belvoir and COD, GSA, and NAT ACT with MMOV.
• Assures that proper procedures are followed to collect payments from customers.
• Set up dispatch schedules for the following 3-4 days.
• Split driver’s papers for origin or destination.
• Be able to look up directions for drivers.
• Scans local paperwork in IVUE
• Handles telephone calls from customers, packers, drivers, and crew.
• Review paperwork – checks for completion of all paperwork turned into dispatch.
• Weighs trucks – IVL and foreign carriers, collects money for service supplied.
• Completes daily dispatch sheets – records job times, crew etc into IM IS.
• Reviews surveys for weight changes, changes if needed in the systems, notifies carrier if needed.
• Must have excellent organizational and multi-tasking skills.
• Assures that the paperwork is accurate.

SUPERVISORY RESPONSIBILITIES
None

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum requirement in Microsoft Word, Excel and PowerPoint of Intermediate Level. Minimum keyboard skill level of 40 wpm.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and peripheral vision.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.