Administrative Assistant / Dispatcher Support

FLSA Classification: Full-Time Exempt

Pay Rate: Salary of $65,000 annually

Office Hours: This is a full-time position with an expected up to 50-hour workweek, beginning at 6:30am. The standard schedule is Tuesday–Saturday; however, schedules may be adjusted, including Monday coverage, based on operational needs.

Job Summary:

This role provides administrative and operational support within the organization to ensure consistent communication, accurate documentation, and smooth daily operations. The Administrative Assistant supports the Dispatch Manager by monitoring routes, managing documentation, assisting with timekeeping and attendance tracking, and handling inbound customer communication related to deliveries.

Customer Support:

Answer inbound customer phone calls related to active deliveries.
Review customer inquiries and concerns in real time and work toward resolution when possible using internal platforms such as DispatchTrack and Jeni.
Communicate with customers regarding delivery windows, delays, special instructions, or rescheduling needs, as appropriate.
Ensure customer communication aligns with real-time route progress and delivery status.

Dispatch & Route Documentation Support:

Monitor daily delivery routes stop-by-stop for all assigned drivers and crews.
Ensure required documentation and photos are obtained for each delivery stop in accordance with company standards.
Track missing or incomplete documentation and follow up with crews as needed.
Maintain organized records of route documentation, photos, and exceptions.

Recruitment & Retention Support

Monitor applicant flow and recruitment activity to ensure candidates are progressing through the hiring process in a timely manner.
Maintain accurate applicant records and status updates within the company's recruitment and onboarding systems.
Assist with scheduling interviews, coordinating candidate communication, and tracking hiring progress.
Assist management with retention initiatives by tracking employee milestones, turnover trends, attendance patterns, and other workforce metrics.
Maintain reports related to recruiting, onboarding, training completion, and employee retention efforts.
Provide administrative support for employee engagement, recognition, and retention programs as assigned.

Administrative & Operational Support

Prepare all required documentation for long-distance trips in accordance with established SOPs. Monitor returned documentation to ensure proper filing and compliance with applicable DOT standards.
Assist with daily reconciliation and operational reporting.
Maintain organized digital and physical records related to dispatch and customer support activities (i.e.: compliant driver files).
Assist with audits, reviews, and special projects as assigned.
Perform other administrative duties as assigned to support dispatch and operational needs.

Required Skills/Abilities:

Excellent attention to detail and accuracy.
Strong analytical and problem-solving skills.
Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Good communication and interpersonal skills.
Ability to work both independently and as part of a team.

Benefits:

Medical, Dental, and Vision insurances after 90 days.
Participation in 401(k) plan, with company match up to 4%, after 1,000 hours of service.
13 days of PTO per year with paid holidays that are reserved by Trend.

Physical Requirements:

Ability to sit for long periods of time, using a computer and phone.
Occasional lifting of office supplies (up to 20 lbs.).

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Administrative Assistant / Dispatcher Support