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Dispatch Administrative Assistant

2 months ago

Janesville, United States Kaiser Transport Full time
Job DescriptionJob Description

Essential Duties and Responsibilities

Company Responsibilities

  1. Inspect the yard and facility at the beginning, throughout, and at the end of your shift, addressing any issues with freight (e.g. missed shipments, damage, storage issues).
  2. Check and respond to emails, phone calls, and texts throughout your shift without personal distractions.
  3. Greet and acknowledge all employees entering or leaving the Dispatch office or facilities.
  4. Follow all company policies and procedures.
  5. Perform all other duties as assigned.

Primary Job Responsibilities

  1. Customer Pre-Shipment Calls
    1. After dispatch books freight but before dispatching drivers on shipments.
    2. Make qualifying calls to all shippers and receivers needed by dispatch to keep dispatchers booking freight and driving revenue during the sales day.
    3. Verify Shipping/Receiving contact name and phone number.
    4. Verify Shipping/Receiving addresses.
    5. Verify with shipper product is ready to ship; verify pickup/PO number if required.
    6. Verify with receiver product is ready to be received.
    7. Verify Shipping/Receiving hours of operation.
    8. Verify Shipping/Receiving can load/unload product based on dimensions and weights provided.
    9. Verify Shipping/Receiving requested notice time from the driver; Kaiser standard is 24 hours, anything outside of that needs to be communicated to the dispatcher who booked the freight.
  2. Admin Work for P&D Shipments
    1. Vet carriers per dispatcher request.
    2. Create customer and vendor profiles.
    3. New carrier setup.
    4. Creating P&D carrier rate confirmations.
    5. Create and process P&D yard updates/passdowns.
  3. Carrier Broker Setup
    1. Set up Carrier Broker Agreements.
    2. Process new and updated Carrier Broker setup packets.
    3. Record retention of Carrier Broker Agreements.
  4. OD Permit Administration
    1. Order permits directly with states via the dispatchers' permit request sheets.
    2. Keep all permit accounts current and valid.
    3. Research and communicate OD restrictions with dispatchers.
  5. BOL Retention and Processing
    1. Audit missing BOL report every morning, 100% BOL upload is the expectation.
    2. Contact any drivers who are missing BOL's within 24hrs for resolution.
    3. Fix and edit any BOL's that have Vector errors so they can be billed.
    4. Copy all KTI delivered BOL's that were booked with KLI to the KLI 5-# in Vector for 24hr billing.
    5. Contact shipper/receiver/caller for missing BOL's from past shipments to obtain a copy, resend a copy or otherwise resolve the problem.

Secondary Job Responsibilities and Tasks

  1. Identify, research and develop areas of growth within assigned duties.
  2. Bring forward new customer opportunities.
  3. Communicate any customer concerns.
  4. Communicate with customers in a timely and professional manner inside and outside the office.
  5. Answer inbound calls.
  6. Share information, tactics, and collaborate with other employees.
  7. Accurately communicate all details to all involved parties.
  8. Build or assist in building customer orders in the CRM.
  9. Schedule appointments for shipments.
  10. Collect and accurately enter all pertinent information into CRM.
  11. Follow Kaiser procedures and policies.
  12. Track freight and provide timely updates to customers and/or team members.
  13. Communicate any concerns, customer or carrier-related, to all team members.
  14. Work with direct manager and attend required meetings.
  15. Always represent the company professionally.
  16. Report to and work with direct supervisor daily on anything pertinent.
  17. Help promote Kaiser companies to prospective or existing clients.
  18. Bring forward new customer opportunities.
  19. Work as a key member of the team on small to moderate projects as assigned.
  20. Provide ongoing communication of service issues to all parties.
  21. Utilize effective communication with customers and other employees to help diffuse situations when required.
  22. Avoid non-work-related distractions interfering with productivity.
  23. Perform any other tasks assigned.

Please note that this job description may not cover all aspects of the position, and additional duties may be assigned as management requires.

Required Knowledge, Skills, and Abilities

  • Truckmate Modules: Customer Service, Linehaul Dispatch, Trip Tracer, Crystal Report Launcher, Customer Vendor Profiles
  • Microsoft Office: Outlook, Work, Excel, Chrome
  • Kaiser Sales Portal: Kaiser Load Builder, Vector, Samsara

Education/Experience

  • High School Diploma or GED (required)
  • Experience in the transportation industry (preferred)

Candidate must pass a pre-employment background check and physical.



Job Posted by ApplicantPro