Transportation Operations Assistant

Job Description

The Administrative Personnel for the Trucking Division is responsible for providing day-to-day administrative and operational support, with a primary focus on load bookings, shipment tracking, and billing. This role ensures smooth coordination between dispatch, drivers, customers, and accounting, while maintaining accurate records and timely communication.

Key ResponsibilitiesBookings & Dispatch Support

• Receive, process, and confirm load bookings from customers and brokers
• Enter load details accurately into the transportation management system (TMS)
• Coordinate with dispatchers and drivers to ensure capacity and scheduling alignment
• Communicate booking confirmations, changes, and cancellations to all relevant parties

Tracking & Customer Communication

• Monitor shipment status and proactively track loads from pickup to delivery
• Provide timely updates to customers, brokers, and internal teams
• Resolve basic issues related to delays, route changes, or delivery discrepancies
• Maintain accurate tracking logs and documentation

Billing & Documentation

• Prepare and process invoices for completed loads in a timely manner
• Verify rates, accessorial charges, and delivery documentation (PODs, rate confirmations)
• Coordinate with accounting to resolve billing discrepancies and payment issues
• Maintain organized records of invoices, payments, and supporting documents

Administrative & Compliance Support

• Maintain organized digital and physical filing systems
• Ensure all required trucking documentation is complete and compliant
• Support management with reports related to loads, billing, and performance
• Perform general administrative tasks as required

Qualifications & Skills

• High school diploma or equivalent (associate degree preferred)
• Previous experience in trucking, logistics, or transportation administration preferred
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with TMS software is a plus
• Attention to detail and accuracy in data entry and billing
• Ability to work in a fast-paced environment and meet deadlines

Work Environment

• Office-based role with frequent interaction with dispatchers, drivers, and customers
• Standard business hours with occasional overtime depending on workload

Pay: $22.00 - $23.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person