Dispatch Administrative Assistant

About the role

The Local Dispatch Administrative Assistant works directly with the Terminal Manager in a fast-paced environment under general supervision.

Responsibilities

• Prepares daily paperwork for the Local Service Center.
• Manages emails affecting the Local Service Centers, forwarding relevant messages to Springfield and/or Dulles.
• Sets up deliveries for all types of shipments.
• Clears inbound storage shipments, including military (JPPSOWA Ft Belvoir), COD, GSA, and NAT ACT with MMOV.
• Ensures proper procedures are followed to collect payments from customers.
• Sets up dispatch schedules for the following 3-4 days.
• Splits driver’s papers for origin or destination.
• Looks up directions for drivers.
• Scans local paperwork in IVUE.
• Handles telephone calls from customers, packers, drivers, and crew.
• Reviews paperwork for completion and accuracy.
• Weighs trucks (IVL and foreign carriers) and collects money for services supplied.
• Completes daily dispatch sheets, recording job times and crew details in IM IS.
• Reviews surveys for weight changes, updates systems as needed, and notifies carriers if required.
• Maintains excellent organizational and multi-tasking skills.

Requirements

• High school diploma or GED; or one to three months of related experience and/or training; or equivalent combination of education and experience.
• Intermediate-level proficiency in Microsoft Word, Excel, and PowerPoint.
• Minimum keyboarding skill of 40 words per minute.

Skills

• Ability to read, comprehend, and write simple instructions, correspondence, and memos.
• Effective communication in one-on-one and small group settings with customers, clients, and employees.
• Basic mathematical skills: addition, subtraction, multiplication, division, computation of rates, ratios, percentages, and interpretation of bar graphs.
• Ability to apply common sense to carry out detailed written or oral instructions and handle problems with concrete variables in standardized situations.

Physical Demands

• Regularly required to sit and talk or hear.
• Occasionally required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms.
• Must occasionally lift and/or move up to 10 pounds.
• Requires close vision, color vision, and peripheral vision.

Work Environment

• Occasionally exposed to risk of electrical shock.
• Moderate noise level in the work environment.