Assistant Dispatcher Customer Service and Billing Specialist - 10519
Assistant Dispatcher Customer Service and Billing Specialist - 10519
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Job Description
Position: Assistant Dispatcher Customer Service and Billing Specialist
Work Hours: Monday to Friday 9:30 AM to 6:00 PM PST
Pay Range: USD 1000 to 1500 per month (depending on qualifications and skills)
Company/Client Overview:
A USbased courier service
Key Responsibilities
Customer Service & Order Management
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Answer and field approximately 20 to 30 phone calls per day from customers seeking to:
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Place orders for courier services in the Los Angeles area
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Obtain quotes for deliveries
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Inquire about existing or completed deliveries
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Maintain an unfailingly polite and professional demeanor with customers even under pressure.
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Understand when and how to place a caller on hold if another line rings ensuring timely and appropriate service for all callers.
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Utilize our modern userfriendly courier software to input and track orders providing realtime updates to customers.
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Record each day how many new customers we have serviced in a Google spreadsheet ensuring accurate and uptodate data.
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Close out daily orders in the courier software each morning which generates corresponding invoices in QuickBooks.
Dispatching
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Take over dispatch responsibilities from 4:30 PM to 6:00 PM each day once the head dispatcher leaves.
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Rely on our software to assign drivers automatically while monitoring delivery status and handling any special requests.
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Communicate with drivers primarily via Skype text messages making phone calls when necessary to drivers or customers.
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Maintain a calm focused approach during this 90minute period which is typically quiet but requires attention to detail.
Accounts Receivable & Billing
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Use QuickBooks Online to manage all invoicing and collection activities:
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Send out invoices for completed courier orders
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Follow up with customers on pastdue payments via phone or email
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Input and process credit card payments in QuickBooks:
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For existing customers utilize stored payment information for efficient processing
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For new customers accurately input new payment information
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Generate a weekly report for the CEO summarizing any accounts with collection challenges or repeated late payments.
Daily CloseOut Procedures
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Ensure all dayend tasks are completed by 6:00 PM including updating order statuses in courier software and reconciling any outstanding billing issues in QuickBooks.
Qualifications & Skills
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Education & Experience:
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High School Diploma or equivalent required; some college coursework or equivalent work experience preferred
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Previous experience in customer service billing or administrative roles is highly desirable
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Technical Proficiency:
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Comfortable using modern software systems; familiarity with or willingness to learn courier service software
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Proficiency in QuickBooks Online (or a similar accounting software) for invoicing payment processing and reporting
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Basic knowledge of Google Docs Google Spreadsheets and MS Office Suite (Word Excel Outlook) or similar tools
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Communication & Interpersonal Skills:
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Unfailingly polite and professional phone manner
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Exceptional verbal communication skills to handle inbound calls and coordinate with customers and team members
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Strong conflict resolution and problemsolving abilities
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Ability to multitask effectively—e.g. juggling multiple phone lines and knowing when to put a caller on hold to ensure all customer needs are addressed promptly
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Organizational & Time Management Skills:
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Ability to manage multiple priorities including incoming calls dispatching tasks billing activities and daily recordkeeping
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Keen attention to detail to ensure accurate data entry and timely invoicing/collections
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Dependable and punctual given fixed work hours and daily tasks
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Other Requirements:
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Strong sense of responsibility and the ability to work independently during the last 90minute dispatch period
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Willingness to collaborate with the dispatch and accounting teams to optimize workflows and ensure customer satisfaction
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Employment Type
Full Time
