How to hire a dispatch assistant

How to hire a dispatch assistant, step by step

Here's a step-by-step dispatch assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a dispatch assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new dispatch assistant
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a dispatch assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a dispatch assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a dispatch assistant that fits the bill.

   This list shows salaries for various types of dispatch assistants.

   Type of Dispatch Assistant	Description	Hourly rate
   Dispatch Assistant		$12-23
   Yardmaster/Customer Service/Crew Dispatching	A yardmaster/customer service/crew dispatching officer functions differently depending on their industry or place of employment. Most of their responsibilities revolve around dealing with providing customer support and services, responding to inquiries and correspondence, addressing issues and concerns, providing corrective measures, and producing progress reports... Show more	$12-18
   Transportation Dispatcher	A Transportation Dispatcher's job is to coordinate the transportation of goods by trucks with suppliers, drivers, etc. He/She schedules drivers for pickups and deliveries on specific routes... Show more	$13-22

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Customer Service
   • Emergency Calls
   • Payroll
   • LTL
   • CAD
   • Emergency Situations
   • Transportation Services
   • Computer System
   • Inbound Calls
   • Customer Inquiries
   • ETA
   • Customer Complaints
   • Service Calls

   Check all skills

   Responsibilities:

   • Manage delivery confirmations, travel expenses and mileage ensuring accurate payroll reporting.
   • Monitor daily operations of all drivers; GPS tracking.
   • Track drivers on GPS and dispatch drivers to pick up shipments.
   • Cost, eta, pricing, type of vehicle need etc) by way of Inbound/Outbound calls.
   • Assist the dispatcher with paperwork, directing phone calls to designate drivers, sorting /verifying call/service logs for each drivers payroll
   • Work with customers to generate on-line registration of warranties associate with HVAC equipment installation orders.

3. Make a budget

   Including a salary range in your dispatch assistant job description is a great way to entice the best and brightest candidates. A dispatch assistant salary can vary based on several factors:

   • Location. For example, dispatch assistants' average salary in tennessee is 29% less than in alaska.
   • Seniority. Entry-level dispatch assistants earn 46% less than senior-level dispatch assistants.
   • Certifications. A dispatch assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a dispatch assistant's salary.

   Average dispatch assistant salary

   $35,800yearly

   $17.21 hourly rate

   ---

   Entry-level dispatch assistant salary

   $26,000 yearly salary

   Updated December 16, 2025

4. Writing a dispatch assistant job description

   A dispatch assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a dispatch assistant job description:

   Dispatch assistant job description example

   Current Living Spaces Employees: Please apply via your internal Workday Account.
   
   At Living Spaces, we take pride in being an environment that cultivates the best in our Team Members. From our corporate office in La Mirada, to our Distribution Centers, Manufacturing, Guest Services, Transportation, to any of our retail stores in the United States, you'll find Team Members who have started and grown their careers at Living Spaces. We are a company driven by our core values of humility & respect, passion, innovation, speed & simplicity, fanatic discipline, social responsibility, coupled with the desire to provide our guests with the best possible experience they can have while furnishing their space.
   
   We continuously strive to find dedicated, innovative, driven, enterprising Team Members to help drive our corporate vision - to be the best furniture retailer in the country. If you possess these skills, we invite you to join the journey at Living Spaces.
   
   Position Summary
   Monitors scheduled deliveries from the time trucks are dispatched from the Distribution Center until the entire route is completed. Routinely communicates with Dispatch and contract delivery groups regarding deliveries. Keeps customer informed concerning the status of their deliveries, by placing phone calls when necessary. Completes billing daily, also sends end of day reports on daily basis.
   
   Position Description
   Essential Duties and Responsibilities include the following. Other duties may be assigned.
   Tracks all deliveries Contacts customers that are scheduled for delivery verifying addresses and phone number prior to delivery.Contacts customers when deliveries are running behind schedule or for any other issues Communicates with contract drivers
   
   Communicates with call center concerning delivery issues
   Receives incoming calls from delivery drivers calling in Works with contract groups concerning delivery, claims, and billing Completes daily invoicing deliveries Uses good judgment regarding business decisions in favor of Living spaces and customer relations Completes daily end of day reports Meet company standards for productivity
   
   Competencies: To perform the job successfully, an individual should demonstrate the following competencies:
   
   Knowledge -. Effective memory skills, good hand eye coordination, dependability, ability to follow directions and a strong willingness to learn.Mental Effort - Above average concentration, above average memory; taking into consideration the amount of responsibility and product, above average time pressure and decision making Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; participates in meetings. Writes clearly and informatively.Team Work - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed; recognizes accomplishments of other team members. Diversity & Ethics - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment; treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan; is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; follows policies and procedures; completes administrative tasks correctly and on time.Initiative - Volunteers readily; undertakes self-development activities.Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.Adaptability - Adapts to changes in the work environment; able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
   
   Qualifications
   Other Qualifications
   To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
   
   Education/Experience
   High school diploma or general education degree (GED).Working knowledge of computerized applications (Word processing, spreadsheets, email),
   
   Skills and Qualifications: A positive and pleasant personality, verbal communication, professionalism, sensitivity to confidential matters, organization team work. Good customer service, and problem skills.
   
   Language Ability: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
   
   Math Ability: Ability to perform simple mathematical calculations.
   
   Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
   
   Certificates and Training: No Certifications Needed.
   
   Supervisory Responsibilities: This job has no supervisory responsibilities.
   
   Work Environment
   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
   
   Physical Demands
   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
   While performing the duties of this Job, the employee is regularly required to walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; climb or balance and stoop, kneel, bending knees, crouch, or crawl, site with ability to distinguish color. The employee is regularly required to sit.
   
   Equal Opportunity Employer
   It is our policy to abide by all federal, state, and local laws prohibiting employment discrimination based solely on a person's race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, physical disability, mental disability, age, military status, or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including but not limited to, cancer related or HIV/AIDS related), sexual orientation, or any other protected status except where a reasonable, bona fide occupational qualification exists.
   
   E-Verify
   Living Spaces participates in E-Verify. All newly-hired team members are queried through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify their identity and employment eligibility.

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5. Post your job

   There are a few common ways to find dispatch assistants for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your dispatch assistant job on Zippia to find and recruit dispatch assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit dispatch assistants, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new dispatch assistant

   Once you've selected the best dispatch assistant candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new dispatch assistant first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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