Afternoon Dispatch Assistant

AFTERNOON DISPATCH ASSISTANT & CUSTOMS COORDINATOR

Shift: Monday to Friday, 3:00 p.m. – 12:00 a.m. (midnight)
Hourly Wage: $20.45–$26.65 per hour

SUMMARY

The Afternoon Dispatch Assistant & Customs Coordinator is responsible for supporting daily afternoon dispatch operations while coordinating customs documentation and clearance requirements for cross-border shipments. This position assists dispatchers, drivers, and customers with operational inquiries, pickup arrangements, and shipment information, while ensuring accurate and timely preparation of ACE/ACI manifests, Prior Notices, and other customs-related documentation.

PRIMARY RESPONSIBILITIES

Dispatch Operations

• Assist with daily afternoon dispatch operations, providing support to dispatchers and drivers.
• Receive and respond to incoming calls and inquiries from customers and drivers, directing calls to appropriate personnel when required.
• Enter and update pickup information received from customers by phone, fax, or email.
• Assist drivers with pickup information, delivery instructions, and required documentation.
• Enter and update truckload and shipment information in the system, ensuring accuracy.
• Communicate with Dispatch, Linehaul, and other departments regarding pickup arrangements, shipment delays, and operational concerns.
• Contact customers and drivers regarding delays, missing paperwork, or other shipment-related issues.
• Assist with tracking shipments, investigating missed pickups, and following up on outstanding issues as required.
• Ensure accurate flow of information and documentation between drivers, dispatchers, customers, and other departments.

Customs Coordination

• Complete ACE/ACI manifests and set up Prior Notices for cross-border shipments.
• Fax Prior Notice information to Customs Brokers and verify confirmation through the Prior Notice website.
• Check inbound PARS and PAPS information in the system to monitor customs clearance status.
• Create, update, and correct ACE/ACI manifests using BorderConnect and provide copies to drivers.
• Locate and update shipment and customs information in BorderConnect as required.
• Provide support to dispatchers and drivers regarding customs paperwork, ACE/ACI requirements, and related documentation.
• Follow up with Customs Brokers and customers regarding delayed clearances, missing information, or documentation issues.
• Maintain and update the Master Customs Broker contact list, including fax numbers and email addresses.
• Maintain and update the ACE/ACI fax number list as required.
• Create PARS/PAPS stickers and monitor related supplies.
• Ensure customs documentation is completed accurately and communicated to the appropriate parties in a timely manner.

General Responsibilities

• Work collaboratively with dispatchers, drivers, Customs Brokers, customers, and other operational departments to resolve issues.
• Maintain accurate records and documentation in accordance with company procedures.
• Provide additional operational and administrative support as required.
• Complete other duties as assigned.

REQUIREMENTS/QUALIFICATIONS

• Previous experience in dispatch, transportation operations, or a related administrative role preferred.
• Experience with customs documentation, ACE/ACI manifests, PARS/PAPS, or BorderConnect considered an asset.
• Intermediate computer skills, including Microsoft Office (Word, Excel, Outlook).
• Experience with AS400 considered an asset.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks in a fast-paced environment.
• Excellent verbal and written communication skills, with a focus on customer service.
• Strong attention to detail and accuracy, particularly when handling shipment and customs documentation.
• Ability to communicate effectively with drivers, customers, Customs Brokers, and internal departments.
• Strong problem-solving skills and the ability to respond effectively to operational challenges.
• Ability to work independently and collaboratively within a team environment.

WORKING CONDITIONS

• Schedule: Monday to Friday, 3:00 p.m. to 12:00 a.m. (midnight).
• Compensation: $20.45–$26.65 per hour.
• Fast-paced transportation and logistics environment requiring ongoing communication with drivers, customers, and internal operations teams.