Virtual Assistant / Freight Dispatch Coordinator

Company: US-based holding company
Location: Remote (Philippines or Latin America)
Hours: Full-time, 40 hours/week
Schedule: US Eastern Time zone business hours (8:00 AM - 5:00 PM ET, Monday - Friday)
Compensation: $1,200 - $1,500 USD/month depending on experience

About Us
We are a US-based holding company that owns and operates small businesses. We are hiring a reliable, detail-oriented Virtual Assistant to serve as our primary Dispatch Coordinator for a freight transportation operation while also providing general administrative support across the company.
This is a long-term, full-time position with room to grow as the business expands. You will work directly with the owner and play a central role in daily operations.

Freight Dispatch Responsibilities (~20-25 hours/week)

Monitor load boards (DAT, Truckstop, Amazon Relay, and similar platforms) to identify available freight loads
Negotiate freight rates with brokers via phone and email
Assign loads to owner-operator drivers based on availability, location, and lane preferences
Communicate with drivers throughout the day on pickup, delivery status, scheduling, and route updates
Submit delivery documentation (Bills of Lading, Proof of Delivery) to brokers after delivery
Track broker payments and follow up on outstanding invoices
Maintain load tracking records and update QuickBooks Online
Coordinate driver onboarding paperwork for new independent contractor drivers
Monitor FMCSA compliance requirements and flag any issues to management


General Administrative Support (~15-20 hours/week)


Email management and inbox triage across multiple business accounts
Screen and organize incoming business documents (financial reports, proposals, contracts)
Maintain tracking spreadsheets and CRM updates
Schedule and coordinate calls and meetings across US time zones
Prepare basic financial summaries and data entry from source documents
Research tasks as assigned (vendor pricing, market data, regulatory information)
Document filing and organization (Google Drive)
Light bookkeeping support (invoicing, AP/AR monitoring, bank reconciliation in QuickBooks)
Draft routine business correspondence and follow-up emails


Required Qualifications

Prior experience dispatching for a US-based trucking company or freight carrier (minimum 1 year)
Familiarity with US freight load boards (DAT, Truckstop, Amazon Relay, or similar)
Understanding of freight industry terminology (BOL, POD, MC number, FMCSA, DOT, owner-operator, broker, lane, deadhead, etc.)
Proficiency in QuickBooks Online
Strong written and spoken English
Reliable high-speed internet connection and quiet work environment
Comfortable making phone calls to US-based brokers and drivers
Proficient in Google Workspace (Gmail, Sheets, Docs, Drive, Calendar)
Self-starter who can work independently with minimal daily supervision
Strong attention to detail and organizational skills


Preferred Qualifications (Not Required)

Experience with Amazon Relay platform
Experience dispatching owner-operator drivers (not just company drivers)
Familiarity with FMCSA safety regulations and compliance requirements
Spanish language proficiency (helpful but not required)
Prior experience supporting a US-based small business owner in a general VA capacity
Familiarity with US business correspondence and professional communication standards
Experience with CRM or project management tools (Notion, Trello, Asana, etc.)


What We Offer

Stable, long-term, full-time employment
Direct working relationship with the business owner
Opportunity to grow into a broader operations role as the company scales
Consistent schedule aligned with US Eastern Time hours
13th month pay
Paid Philippine holidays (or equivalent for non-Philippine candidates)


How to Apply
Please submit:

Your resume highlighting any US freight dispatch experience
A brief message (3-5 sentences) describing your dispatch experience, including which load boards and platforms you have used
Your expected monthly salary in USD

We will respond to qualified applicants within 48 hours. Interviews will be conducted via Zoom.

Important: Only applicants with verifiable US freight dispatch experience will be considered. Please do not apply if you do not have direct experience dispatching loads for a US-based carrier or working with US freight brokers.