Logistics Operations & Back Office Assistant – Trucking Experience REQUIRED

Logistics Operations & Back Office Assistant
Trucking / Freight Experience REQUIRED

We are a U.S.-based trucking and logistics company looking for an experienced Operations & Back Office Assistant who already understands the transportation industry.

This is NOT a general virtual assistant position.

I am specifically looking for someone who has previously worked with a trucking company, freight brokerage, dispatch company, carrier, or logistics operation and understands the day-to-day workflow.

You should already be familiar with several of the following:

• AscendTMS or another trucking TMS
• QuickBooks Online
• DAT Load Board
• Carrier and broker paperwork
• Factoring companies and invoice submission
• Rate confirmations
• Bills of Lading / PODs
• Broker setup packets
• Driver paperwork
• Load entry and load tracking
• Accounts receivable
• Sending invoices
• Checking payment status
• Following up with brokers
• COIs / insurance documents
• W-9s and carrier documents
• Detention / layover documentation
• Email management
• Basic spreadsheet work
• Trucking terminology

What You Will Be Doing

Your primary responsibility will be handling the company’s back-office operations so the owner does not have to manage every administrative task personally.

Typical responsibilities include:

• Entering loads into AscendTMS
• Reviewing rate confirmations for accuracy
• Organizing load documents
• Collecting BOLs and PODs from drivers
• Submitting invoices and paperwork to factoring
• Following up on missing paperwork
• Checking load and payment status
• Communicating with brokers when necessary
• Sending invoices through QuickBooks
• Maintaining customer, broker, driver, and load records
• Completing broker/carrier setup paperwork
• Monitoring company email
• Keeping files and documents organized
• Helping with driver onboarding paperwork
• Assisting with dispatch and load-board research when needed
• Helping resolve routine load problems before escalating them to the owner
• Keeping the owner updated on anything that requires immediate attention

You do not need to be a full-time dispatcher, but you must understand how trucking operations work.

VERY IMPORTANT

I do not want someone who needs to be taught basic trucking terminology or how a load moves from:

Rate Confirmation ? Pickup ? Delivery ? POD ? Invoice ? Factoring ? Payment

I can teach you our specific company procedures.

I do not want to teach you the trucking industry from the beginning.

The Right Person

You are:

• Highly organized
• Reliable
• Comfortable working independently
• Good at following up without being reminded
• Detail-oriented
• Comfortable communicating with U.S. brokers and customers
• Good with email
• Able to recognize when something does not look right
• Comfortable learning new software
• Able to manage multiple loads/tasks at the same time

Most importantly, I need someone who takes ownership of the work.

If paperwork is missing, you look for it.

If an invoice has not been submitted, you catch it.

If a broker has not paid, you follow up.

If something needs my attention, you tell me.

I should not have to constantly check behind you.

How to Apply

Do NOT send me a generic application.

Please answer these questions:

1. How many years have you worked in trucking, freight brokerage, dispatch, or logistics?
2. What trucking companies, brokerages, or dispatch companies have you worked for?
3. Which TMS systems have you personally used?
4. Have you used AscendTMS? If yes, explain exactly what you did inside Ascend.
5. Have you used QuickBooks Online? What did you use it for?
6. Have you used DAT? What did you use it for?
7. Have you worked with a factoring company? Which factoring company or companies?
8. Explain the process you have used from receiving a rate confirmation until the carrier gets paid.
9. Have you submitted invoices, BOLs, PODs, or rate confirmations to factoring companies?
10. Have you completed broker setup packets or carrier onboarding?
11. Have you communicated directly with U.S. freight brokers?
12. What hours are you available in U.S. Eastern Time?
13. What is your expected hourly rate?

At the beginning of your application, write:

“I KNOW TRUCKING OPERATIONS”

Applications that do not include that sentence and do not answer all questions will not be considered.