What are the responsibilities and job description for the Office Assistant for Dispatch/Production position at First Capital Fibers?
Job Overview
We are seeking a dedicated and detail-oriented Dispatch/Production Assistant to join our team at First Capital Fibers. The ideal candidate will support our production coordinator in day-to-day operations, ensuring that all tasks are completed efficiently and accurately.
Shipments
- Schedule shipping through CieTrade ensuring shipping schedules are up-to-date
- Coordinate trailers in docks, if needed
- Send documents through Cietrade
o Email out all BOL and scale tickets daily
o Email out container pictures daily
- Organize and maintain BOL's until payment is received
- Update weights received
- Enter pricing in shipments
- Enter bookings into CieTrade and update associated worksheets
- Scale inbound/outbound shipments
- Update loading patterns as needed
- Notate blind shipments and update associated worksheets
Pickups
- Maintain accurate list of empty trailers
- Dispatch drivers with information from PC
- Enter accurate and detailed information for customer pickups
- Advise customers of driver ETA, follow up with customers as needed
- Email any necessary paperwork to customer (BOL, COD, tickets)
- Advise drivers of next day’s start time, plan with production coordinator
- Prep jockey moves in advance so they are ready for the driver
- Plan jockey moves in between pickups being cautious of the driver’s times/abilities/next moves
- Utilize tracking software for drivers location
Receivers
- Print and prep receivers for shop
- Maintain accurate information of trailers in yard
- Enter completed receivers into CieTrade daily
- Email COD to customer when receiver entered and approved
- Review completed dispatches, maintain dispatches for trailers in the yard
Month End
- Update inventory sheet
- Complete all month receivers
- Print and update pricing for review
- Put together settlement packets for review
- Mail out settlements and checks when approved
- Email/mail price letters
Yard
- Work with the drivers to keep the lots organized/ make recommendations if trailers need relocated
- Complete a yard walk 1 time a week and additional as needed (can use a driver)
- Advise PSC of any issues with trailers
- Help to maintain 9 lot and PH lot
Jockey Sheet
- Maintain accurate and up-to-date information
o Correct trailers are in the docks
o Accurate empty trailer count
o Accurate storage trailer weights and material
o Accurate trailer count at additional lots
DOT/FMCSA Compliance
- Handle all DOT/FMCSA related items
o IFTA fuel tax
o Bi-annual updates
o Heavy highway tax
o Truck apportionment
o Quarterly driver binder checks
o Annual driving record checks
o Annual UCR Registration
o D&A Testing Compliance
Truck/Trailer Maintenance
- Maintain accurate and up-to-date information
o Ensure and advise when due for inspection
o Ensure PM Schedule is followed to completion
o Ensure repairs are notated and follows through to completion
o Maintain trailer information in Cietrade
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person