Office Administrator – Dispatch Support

Office Administrator – Dispatch Support

Job Summary:

The Office Administrator – Dispatch Support plays a critical role in ensuring operational efficiency across administrative, dispatch, and billing functions. This position supports managers, drivers, and customers by coordinating daily office activities while assisting with dispatching and basic billing data entry. The role requires strong organization, communication, and multitasking abilities, as well as the flexibility to transition between dispatch tasks, administrative duties, and customer support. The Office Administrator – Dispatch Support will also maintain processes inherited from the Office Administrator role, reinforcing consistency across the department. Success in this position requires a strong attention to detail, solid decision-making skills, and the ability to work effectively in a fast-paced transportation environment.

Responsibilities:

• Provide administrative support to managers and assist with day‑to‑day office operations.

• Assist with dispatching functions, including coordinating driver schedules, communicating load information, and supporting daily dispatch activities.

• Perform billing-related data entry, ensuring accuracy and timely processing of required documentation.

• Analyze and organize office operations including information management, filing systems, supply requisitions, and driver services.

• Oversee office functions such as maintaining inventory levels, equipment maintenance scheduling, procedure manuals, and staff cross-training support.

• Maintain office productivity through proficient use of software applications and workflow tools.

• Establish and maintain uniform correspondence procedures and document formatting standards.

• Create and maintain filing systems for warehouse records, including schedules, consignee information, shipping/receiving documents, and customer files.

• Maintain regular customer communication to ensure a high level of service and satisfaction.

• Assist with onboarding tasks for inexperienced drivers, including training coordination and document collection.

• Support Level I administrative tasks as needed to maintain daily operational flow.

• Complete extended-hour tasks when needed, including occasional nights and weekends.

• All other duties as assigned to meet evolving business needs.

Qualifications:

• Education: High school diploma or equivalent required; associate degree preferred.

• Certification/Licensure: None required.

• Demonstrated dispatching skills and ability to support daily dispatch operations.

• Experience with basic billing and data-entry processes, preferably within a transportation environment.

• Strong customer service skills with the ability to recognize and support customer needs and priorities.

• Strong written and verbal communication skills with the ability to interact with all levels of staff and customers.

• Ability to multitask and prioritize work in a fast-paced environment with high accuracy.

• Experience with AS400 systems preferred; transportation industry knowledge a plus.

• Demonstrated discretion and confidentiality in handling and protecting sensitive information.

• Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.)

• Environment: Comfort commuting to/from and working in a 100% on-site setting (listed in this posting), with travel for related meetings/events.

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Since 1990, Forward Air has been a leading provider of ground transportation and related logistics services to the North American air freight and expedited LTL market. We offer surface shipping on an accelerated “time-definite” basis, delivering cargo at a specific time, but under less time-sensitive situations – supplying you with a cost effective, reliable alternative to air transportation. We work with companies of all sizes to develop tangible advantages and build the best products to meet your specific needs. Forward Air presents to the wholesale transportation community (logistics companies, freight forwarders, integrated air cargo carriers, passenger/ cargo airlines, and non-traditional shippers), a single-source provider that can deliver more supply chain services and a superior menu of choices. Throughout the years we have added supplementary lines to our linehaul service, such as full truckload operations (Truckload Services), final-mile coverage (Complete® Cartage), and an Airline Logistics program, and we will continue to expand our services to meet the changing needs and growth of our customer base.

Forward Air is structured to optimize both savings and service to our customers. Direct partnerships with owner-operators and other surface transportation providers, enable us to remain cost-competitive. The Forward Air network is designed with over 90 facilities located at or near major U.S. and Canadian airports, 12 regional sort centers and over 300 beyond points (secondary airports provided through our Complete Cartage service), creating one of the most comprehensive linehaul networks in the industry.

Ranked 3rd in Newsweeks 2022 "Americas Most Trustworthy Companies" publication