Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily operations for a busy dispatch team in Virginia. This contract-to-permanent opportunity is ideal for someone who enjoys staying organized, handling high-volume administrative tasks, and communicating with external partners in a clear and organized manner. The role focuses on maintaining accurate records, reviewing operational information, and helping keep department activities moving efficiently. PLEASE NOTE: This is an onsite role with a schedule of M-F, 11pm-7am. You must be available for this schedule to be considered.

Responsibilities:

• Enter and update a high volume of information with accuracy across departmental records and tracking documents.

• Review reports regularly, identify missing or inconsistent details, and help maintain organized documentation for the dispatch function.

• Communicate with carriers to request, confirm, and follow up on required information in a timely and organized manner.

• Provide administrative support to the dispatch team by coordinating routine office tasks and assisting with daily workflow needs.

• Answer inbound calls, respond to general inquiries, and direct messages to the appropriate team members.

• Prepare, organize, and maintain spreadsheets, correspondence, and other office materials using Microsoft Office applications.

• Support front-office and receptionist-related duties as needed to help ensure smooth day-to-day operations.

• Previous experience in an administrative assistant, office support, or similar coordination role.
• Strong data entry skills with careful attention to detail and accuracy.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Clear verbal and written communication skills for working with carriers and internal teams.
• Ability to manage multiple tasks, stay organized, and meet deadlines in a fast-paced environment.
• Strong phone etiquette and experience handling inbound calls.
• Solid general administrative skills, including document handling, reporting support, and office coordination.