Dispatch Office Coordinator

The Juris Agency; Thomaston (CT); On-site; USD 42,000 - 68,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401K

Job summary

JRC Transportation is seeking a Dispatch Office Coordinator to act as the operational backbone of our dispatch office in Thomaston, CT. This role focuses on administrative efficiency, keeping dispatchers on track, and ensuring timely billing and rate requests.

The ideal candidate is highly organized with strong follow-through and clear communication to coordinate loads and billing. Responsibilities include maintaining records, driving process improvements, and acting as a liaison between

Qualifications

• Experience in trucking/logistics or dispatch back-office operations preferred.
• Exceptional organization and follow-through to track multiple items.
• Ability to hold others accountable and follow up professionally.
• Strong written and verbal communication skills.
• Proficiency with Excel/Office; familiarity with a TMS is a plus.

Responsibilities

• Keep dispatchers organized and on schedule; track loads and paperwork.
• Be accountable for dispatch tasks and follow up on delays.
• Maintain records of load status, driver assignments, and docs.
• Flag bottlenecks to management before problems arise.
• Manage billing flow from dispatch to final billing.
• Process billing for completed loads accurately and timely.
• Ensure paperwork (BOLs, rate confirmations, PODs) is complete before billing.
• Coordinate between dispatch and billing to stay in sync.
• Request load tender and spot rates as needed.
• Communicate rate information clearly to stakeholders.

Skills

Highly organized

Strong follow-through

Strong communication

Excel/Office proficiency

TMS knowledge (McLeod Loadmaster)

Fast-paced environment adapt

Attention to detail

Tools

Microsoft Excel/Office

TMS McLeod Loadmaster

Job description

Job Description

JRC Transportation is seeking a Dispatch Office Coordinator to serve as the operational backbone of our dispatch office. This is primarily an administrative and organizational role - keeping dispatchers on track, requesting LSPO and spot rates as needed, and handling accurate, on-time billing processing. The ideal candidate is highly organized, comfortable juggling multiple moving pieces at once, and confident following up with people to make sure things get done.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401K

Responsibilities

Dispatch Support & Organization

• Keep dispatchers organized and on schedule - tracking open loads, missing paperwork, and outstanding action items
• Serve as a point of accountability for the dispatch team, following up on incomplete or delayed tasks
• Maintain clear, up-to-date records of load status, driver assignments, and required documentation
• Flag bottlenecks or gaps in the dispatch process to management before they become problems

Billing Administration (Oversight & Processing)

• Organize and manage the flow of billing documentation from dispatch through to final billing
• Process billing for completed loads - ensuring accuracy, completeness, and timely submission
• Ensure paperwork (BOLs, rate confirmations, PODs, etc.) is complete before billing goes out
• Track outstanding or problem files and drive them to resolution
• Act as the liaison between dispatch and billing/accounting to keep both sides in sync

Rate Requests

• Request Load Tender and spot rates as needed to support load coverage and pricing decisions
• Communicate rate information clearly and promptly to dispatchers and relevant stakeholders
• Maintain organized records of rate requests and responses for reference

General Administrative Support

• Support the dispatch office with day-to-day administrative needs
• Help maintain clean, consistent processes across the dispatch team
• Assist with special projects as assigned by management

Requirements

Qualifications:

• Prior experience in trucking/logistics dispatch, billing, or back-office operations strongly preferred
• Highly organized with strong follow-through - able to track multiple open items simultaneously without letting things fall through the cracks
• Comfortable holding others accountable and following up persistently but professionally
• Strong communication skills, both written and verbal
• Proficiency with Microsoft Excel/Office; experience with a TMS (McLeod Loadmaster or similar) a plus
• Ability to work in a fast-paced office environment with shifting priorities