Part time 20 hours a week - US/Eastern Time Zone 

Start Date: Training Dec 26th – Dec 31st | Full Launch Jan 2nd - Jan 6th

The Mission

We are looking for a proactive, high-level Virtual Assistant to take over Dispatch, Scheduling, and Administrative Operations. The ideal candidate is not just a "task doer" but a systems builder, someone who can transition the business from manual pen-and-paper logs to organized digital systems to streamline payroll and billing.

Core Responsibilities

1. Smart Dispatching & Rate Calculation (Critical)

• Accurate Quoting: Calculate bid rates using the company formula (Dead Miles + Live Miles + Service Type [Ambulatory vs. Wheelchair]).
• Route Logistics: Use GPS tools to efficiently route drivers and minimize deadhead miles.
• Broker Management: Manage relationships with multiple brokers, understanding that each has different rate structures and requirements.

2. Payroll & Data Organization (The "Systems" Role)

• Digitizing Operations: Move current manual/paper logging into a centralized Google Sheet/Excel Database.
• The "Query" System: Build and maintain a master log where rides can be instantly filtered/searched by Driver Name, Broker, or Date.
• Wait-Time Tracking: Accurately track driver wait times (in 15-minute increments) to ensure drivers are paid correctly and brokers are billed for overages.

3. Technology & Admin Support

• Google Workspace Management: Manage the calendar and email using "Delegate Access" protocols (solving the login/security issues).
• Website Maintenance: Perform "thrifty" and necessary updates to the company website (text changes, adding buttons, updating info).
• Driver Coordination: Implement a streamlined communication flow (Text/App) for drivers to confirm "On Way," "Arrived," and "Dropped Off" timestamps.

Required Skills & Qualifications

• Advanced Excel/Google Sheets: Must know how to use formulas for auto-calculating rates and filters for sorting payroll data.
• NEMT Knowledge: Understanding of ambulatory vs. wheelchair rates and medical appointment logistics.
• Tech Savvy: Ability to troubleshoot login permissions (Google Workspace) and perform basic website edits (Wix/WordPress/Squarespace etc.).
• Proactive Organization: Ability to take messy data and organize it into clean, scannable reports.

The "Perfect Fit" Candidate

• Availability: Must be available for the "Holiday Sprint" training period (Dec 26–31) to ensure systems are live for the New Year.
• Mindset: Someone who asks, "How can I automate this?" rather than just writing it down.
• Bonus: Experience setting up simple digital forms (Google Forms/Zapier) to replace manual text confirmations.