Dispatch and Operations Assistant (Job ID: SAMGOL1R)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client: 

The client is a US based dumpster rental and logistics company operating in the construction industry. The business manages daily dispatching, customer service, invoicing, and internal coordination for a small fleet of trucks. The company is detail oriented, process driven, and highly focused on providing reliable service while protecting customer property and maintaining strong communication standards.

About the Role:

The role is designed to support day to day administrative, operational, and dispatch related tasks currently handled internally. The Virtual Assistant will work closely with the General Manager and Owner and will gradually take on more responsibility as trust and familiarity with the business grow. This is not a sales role. It is an administrative and operations support role focused on communication, organization, and execution.

Key Responsibilities

1. Communication & Customer Relations

• Front-Line Support: Answer and manage incoming phone calls from customers and vendors with a professional, friendly demeanor.
• Customer Point of Contact: Serve as the primary liaison, handling inquiries, providing service details, and ensuring a "superior" service experience.
• Bilingual Outreach: Utilize Spanish/English fluency to expand market reach and communicate with a diverse vendor/driver base.

2. Logistics & Dispatch Operations

• Dispatch Coordination: Support the GM in coordinating driver schedules, routes, and dumpster placements (drop-offs, pick-ups, and "dumps").
• Operational Standards: Learn and enforce the "Redbox Way" (e.g., ensuring dumpsters are placed on blocks and positioned accurately to protect client property).

3. Systems & Admin Management

• Dual CRM Management: Maintain GoHighLevel for sales tracking and appointment notes.
  • Utilize Docket for operational dispatching and dumpster management.
  • Perform manual data transfers between systems to ensure information parity.
• Calendar & Scheduling: Proactively manage Brian’s calendar and schedule appointments to support business development.
• Vehicle Oversight: Track and manage maintenance schedules for three company trucks to prevent avoidable mechanical issues.

4. Financial & Reporting Support

• Accounts Receivable: Follow up on unpaid bills and "chase" outstanding invoices.
• Internal Reporting: Maintain periodic internal reports and ensure data integrity within the company's operational spreadsheets.

Qualifications & Skills

Soft Skills

• Natural Communication: Strong verbal skills with the ability to hold natural, unscripted conversations that build rapport.
• Operational Excellence: High attention to detail, accuracy, and a strong sense of ownership over assigned tasks.
• Agility: Ability to prioritize tasks and stay organized in a fast-paced environment; willingness to grow as the role expands.
• Professionalism: A calm, customer-focused demeanor with the confidence to ask questions and seek clarification when needed.
• Process Discipline: Ability to follow detailed, specific processes (the "Redbox Way") consistently.

Hard Skills & Tools

• Software Proficiency: Strong skills in Microsoft Office Suite, specifically Outlook and Excel.
• CRM Expertise: Comfortable working within CRM systems like GoHighLevel or similar platforms.
• Logistics Tech: Ability to quickly learn and operate dispatch and logistics software such as Docket.
• Data Integrity: Ability to manually transfer and reconcile customer data accurately between multiple systems.
• Financial Admin: Basic understanding of invoicing workflows and accounts receivable (AR) follow-up.

Experience Requirements

• Industry Background: Previous experience in a Virtual Assistant, Operations, Dispatch, or Customer Support role.
• US Market Exposure: Proven experience handling inbound phone calls in English for US-based customers.
• Logistics Focus: Experience supporting operations, logistics, or field service businesses is highly preferred.
• Scheduling: Experience coordinating schedules, routes, or appointments is a significant plus.
• Admin Tasks: Familiarity with documenting processes and supporting basic accounts receivable/invoicing tasks.