Provide executive administrative support while coordinating dispatch and freight logistics. Manage calendars, travel, driver communication, load assignments, shipment tracking, documentation (bills of lading, invoices), TMS updates, customer/carrier communication, and billing/recordkeeping. Identify process improvements to enhance dispatch operations and operational efficiency.
Looking to take your career to the next level? Then this role is for you!
Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!
Profile Requirements:
- Experience: 3+ years of Executive Assistant experience, with proven experience in the trucking, freight, transportation, or logistics industry, including dispatch operations.
- Industry Knowledge: Strong understanding of freight dispatching, containerized cargo, load coordination, transportation documentation, and DOT regulations.
- Technical Skills: Proficiency with Microsoft Office, Google Workspace, spreadsheets, transportation management systems (TMS), such as Port Pro, dispatch software, and general business applications.
- Communication & Organization: Excellent verbal and written communication skills with exceptional organizational, multitasking, and time management abilities in a fast-paced environment.
- Problem-Solving: Highly proactive, detail-oriented, resourceful, and capable of managing multiple priorities while maintaining professionalism and confidentiality.
Core responsibilities:
- Executive Support: Manage the executive's calendar, emails, appointments, travel arrangements, and daily administrative priorities while ensuring confidentiality and organization.
- Dispatch Coordination: Assist with dispatch operations by communicating with drivers, assigning loads, monitoring schedules, and ensuring timely pickups and deliveries.
- Freight & Logistics Management: Coordinate freight movements, containerized cargo shipments, and transportation schedules while maintaining communication with customers, drivers, ports, and brokers.
- Customer & Carrier Communication: Serve as a primary point of contact for clients, carriers, and vendors by providing shipment updates, resolving issues, and maintaining strong professional relationships.
- Documentation & Compliance: Prepare and maintain bills of lading, rate confirmations, invoices, proof of delivery, permits, and other transportation documents while ensuring compliance with DOT and industry requirements.
- Operational Support: Track shipments, monitor load status, update transportation management systems (TMS), and generate reports to support operational efficiency.
- Billing & Administrative Tasks: Assist with invoicing, expense tracking, payroll support for drivers, recordkeeping, and maintaining accurate operational data.
- Process Improvement: Identify opportunities to improve dispatch workflows, administrative processes, and communication to enhance productivity and
Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.
Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!
This is a remote position.
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