Dispatch Office Coordinator

Job Description

JRC Transportation is seeking a Dispatch Office Coordinator to serve as the operational backbone of our dispatch office. This is primarily an administrative and organizational role - keeping dispatchers on track, requesting LSPO and spot rates as needed, and handling accurate, on-time billing processing. The ideal candidate is highly organized, comfortable juggling multiple moving pieces at once, and confident following up with people to make sure things get done.

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401K

Dispatch Support & Organization

• Keep dispatchers organized and on schedule - tracking open loads, missing paperwork, and outstanding action items
• Serve as a point of accountability for the dispatch team, following up on incomplete or delayed tasks
• Maintain clear, up-to-date records of load status, driver assignments, and required documentation
• Flag bottlenecks or gaps in the dispatch process to management before they become problems

Billing Administration (Oversight & Processing)

• Organize and manage the flow of billing documentation from dispatch through to final billing
• Process billing for completed loads - ensuring accuracy, completeness, and timely submission
• Ensure paperwork (BOLs, rate confirmations, PODs, etc.) is complete before billing goes out
• Track outstanding or problem files and drive them to resolution
• Act as the liaison between dispatch and billing/accounting to keep both sides in sync

Rate Requests

• Request Load Tender and spot rates as needed to support load coverage and pricing decisions
• Communicate rate information clearly and promptly to dispatchers and relevant stakeholders
• Maintain organized records of rate requests and responses for reference

General Administrative Support

• Support the dispatch office with day-to-day administrative needs
• Help maintain clean, consistent processes across the dispatch team
• Assist with special projects as assigned by management

Qualifications:

• Prior experience in trucking/logistics dispatch, billing, or back-office operations strongly preferred
• Highly organized with strong follow-through - able to track multiple open items simultaneously without letting things fall through the cracks
• Comfortable holding others accountable and following up persistently but professionally
• Strong communication skills, both written and verbal
• Proficiency with Microsoft Excel/Office; experience with a TMS (McLeod Loadmaster or similar) a plus
• Ability to work in a fast-paced office environment with shifting priorities