Office Administrator I General Admin

PURPOSE

Responsible for performing a variety of general administrative and office operations support activities.

Core Responsibilities

Scheduling and Routing: Dispatchers plan drivers’ routes and schedules, using load boards and dispatch software to assign loads efficiently. They optimize routes to meet delivery deadlines, reduce fuel costs, and minimize idle time, often lining up the next load immediately after a delivery

Compliance and Documentation: They monitor drivers’ logs, Hours of Service (HOS), and transportation regulations to ensure legal compliance. Dispatchers also prepare dispatch documents, and invoices, and maintain records of routes, deliveries, and pickup

Problem-Solving and Support: Dispatchers handle unexpected issues such as traffic delays, mechanical problems, or customer changes. They provide guidance, support, and solutions to keep drivers on schedule and maintain customer satisfaction

Driver Relationship Management: Building trust with drivers is essential. Dispatchers communicate clearly, advocate for drivers when necessary, and coordinate home time requests to support work-life balance and driver retention

Monitoring and Reporting: They track truck maintenance schedules, monitor en route progress, log customer shipping schedules, and address complaints. Dispatchers also report to operations or dispatch managers, ensuring smooth workflow and operational efficiency

Other DUTIES AND RESPONSIBILITIES

• May serve as office receptionist.  Greets visitors, determines the nature of their business, and notifies appropriate staff member while ensuring office security measures are followed correctly.
•  Prepares routine correspondence, office forms and/or other business related documents.
•  Performs data entry/retrieval functions.
•  Handles Incoming and Outgoing mail and interoffice communications.
• May perform office supply inventory and replenishment services.
• May arrange meetings and conferences; maintains calendars and makes travel reservations.
• Understands and observes all safety procedures and practices in order to prevent injury to self or co-workers; attends periodic safety meetings as required; may recommend changes to improve safety procedures.
• Other duties may be assigned.

Skills and Qualifications

• Strong communication and organizational skills
• Knowledge of logistics, transportation regulations, and HOS rules
• Ability to multitask and make quick decisions under pressure
• Familiarity with dispatch software, GPS, and load boards
• Experience in trucking, logistics, or customer service is often preferred

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

MINIMUM REQUIREMENTS

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.

High school diploma or General Education Degree (GED) and one (1) year administrative or related experience; or an equivalent combination of education and experience.

COMPETENCIES

• Customer service skills
• Good verbal and written communication skills
• Ability to apply common sense understanding to carry out written or oral instructions
• Proficiency in Microsoft Office Suite

WORK ENVIRONMENT / PHYSICAL ACTIVITY

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.

• Work is generally performed in an office setting and generally sedentary, but may involve walking or standing for brief periods of time.
• May be required to occasionally lift, carry, push, pull, or otherwise move objects up to 25 pounds.