Administrative Assistant
Employer
2724 S Santa Rita
Mesa, AZ 85209
United States
Job description
Clerical duties may be assigned in accordance with the office procedures of individual establishments and may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers. Answer and direct phone calls. Input data into dispatch, billing, and tracking systems. File and maintain company records and documentation. Handle incoming and outgoing mail. Greet drivers, customers, or vendors at the office. Enter load details, delivery times, and route info into TMS (transportation management system). The employee enters load details (e.g., shipper/consignee info, cargo description), delivery time windows, and route information into the TMS. Update driver logs, maintenance records, and schedules. Generate reports using Excel or company software. Assist the dispatcher with tracking trucks by monitoring the real-time location of trucks using GPS tracking tools integrated within the Transportation Management System (TMS) or third-party applications (e.g., Samsara, Motive, or similar platforms). This includes checking truck progress against scheduled delivery timelines and flag any deviations or delays to the dispatcher. The employee does not independently dispatch trucks but works closely with the dispatcher to ensure up-to-date visibility of all active loads. Communicate estimated times of arrival (ETA)s to customers via phone or email, especially in cases of delays or changes in schedules. Information provided is based on tracking data from the TMS and GPS systems. Record pickup and delivery updates by inputing and maintaining accurate records of when pickups and deliveries occur, updating TMS entries accordingly. These updates help ensure all stakeholders—including dispatchers, drivers, and customer service—have real-time visibility on freight status. Help organize driver schedules during busy/ high-volume periods. The employee may assist in drafting or adjusting driver schedules by suggesting load assignments based on availability, location, and HOS (hours-of-service) constraints. The dispatcher maintains final approval authority, but the employee’s support ensures timely response to surges in demand. The employee may temporarily take on basic scheduling tasks if the dispatcher is unavailable, such as rearranging delivery sequences or assigning available drivers to ready loads, under the guidance of management. Assist in preparing invoices and sending them to customers. Match delivery logs with billing records.
Special Requirements
Good verbal and written communication skills and phone etiquette. Familiar with MS Office software, ability to create and maintain spreadsheets. Physical ability to perform physical tasks, including bending, lifting (up to 20lbs) standing or walking for extended periods. Shift varies. Must be flexible to work all shifts, including weekends and holidays. Overtime required, when necessary.