Transport & logistics ✦ Industry

Transport & logistics
support

Jobs allocated and confirmed, PODs chased so invoices go out, customers notified before they call, and compliance records current — the office half of a transport business, covered while the trucks are moving.

Book my 30-minute call →or run the numbers for your role →
Looking for VA work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
PODs chasedInvoices not held up
~2 wksBrief → first day

Cash flow in transport waits on paperwork

A load is delivered on Tuesday and invoiced on the following Friday, because the proof of delivery never came back and nobody chased it. Multiply that across a fleet and the working capital sitting in unchased PODs is substantial.

Meanwhile customers ring to ask where their freight is, drivers ring about tomorrow, and the person who could be chasing paperwork is answering the phone.

A dedicated assistant owns the paperwork and the notifications. The allocation decisions and the driver relationships stay with your operations people.

What comes off the operations desk

  • Job entry and allocation admin — Jobs entered accurately, allocated per your rules, and confirmed with drivers and subcontractors before the day starts.
  • POD chasing — Proofs of delivery chased daily until they arrive, matched to the job, and attached so invoicing is never held up.
  • Customer notifications — Proactive updates on delayed or exception freight, so customers are told rather than left to ring.
  • Invoicing — Jobs invoiced promptly against rates, accessorials captured, and discrepancies queried before the customer disputes them.
  • Subcontractor admin — Rates confirmed, insurances and accreditations tracked, and subbie invoices reconciled against jobs.
  • Compliance records — Driver licences, medicals, fatigue records, maintenance schedules and accreditation documents tracked with rolling expiry lists.
  • Claims and exceptions — Damage and shortage claims documented, lodged and chased with the trail intact.
  • Reporting — On-time performance, exception rates, unbilled jobs and unchased PODs — weekly.
Popular roles

Roles for transport operators

All 51 roles →
Role

Administration assistant

Job entry, POD chasing and general operations admin.

Explore →
Role

Customer service representative

Freight enquiries and proactive notifications.

Explore →
Role

Accounts receivable specialist

Invoicing and debtor follow-up on a cadence.

Explore →
Role

Procurement officer

Supplier and subcontractor administration.

Explore →

What stays in the yard

Administration and notification travel. Anything requiring presence, a licence or an operational judgement does not.

  • Chain of responsibility decisionsFatigue, load restraint and mass compliance decisions are made by people with the authority and the presence to make them.
  • Dispatch judgementThey administer the allocation to your rules; deciding to reroute or re-crew is operational.
  • Driver managementPerformance and conduct decisions belong with your operations manager.
  • Safety and incident decisionsOn-road incidents and safety determinations are never a remote role.
Industry-specific

Specialist roles for transport operators

Three dedicated roles covering the office work that decides cash flow and compliance.

Invoicing

POD & invoicing officer

Proofs chased daily, jobs invoiced the same week.

Explore →
Compliance

Fleet compliance administrator

Licences, medicals, maintenance and accreditation records.

Explore →
Customers

Customer service coordinator

Delays reported before the customer rings.

Explore →
Questions

Frequently asked

Can they answer driver calls?
For confirmations, paperwork and job details, yes. Operational decisions — a breakdown, a reroute, a fatigue issue — need to go to your operations person, and that escalation rule should be written down rather than assumed.
Do time zones work for transport?
Reasonably well, and better than most industries expect. Manila is two to three hours behind eastern Australia, which covers your afternoon paperwork window and the confirmation calls for the following day. Very early starts stay with your local team.
How much cash does POD chasing actually free up?
It depends on your volume and how long PODs currently sit, but almost every operator we speak to has unchased proofs older than thirty days. Ask us to look at your ageing on the call — it is usually the fastest payback in the role.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
How fast can we start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks. Specialist roles can take longer and we would rather tell you three weeks and mean it than promise two.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.