Office Administrator – Dispatch Support

Forward Air

23h•Onsite

About The Position

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.

Requirements

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.
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.

Nice To Haves

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

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.