Pacesetter Equipment is actively looking to hire an Transport Dispatch Assistant & Admin Coordinator!

We are a growing heavy equipment transportation company based in Calgary and Edmonton, Alberta, and we are looking for a Transport Dispatch Assistant & Admin Coordinator to join our team.

This is a hands-on, fast-paced position that combines dispatch, transportation coordination, permits, invoicing and general administration. The successful candidate will work closely with our Transport Supervisor/Dispatcher, and be well organized, dependable, detail-oriented and comfortable working in an environment where priorities can change quickly.

Why Work with Pacesetter Equipment:

- Full-time position with a growing heavy equipment transportation company
- Competitive compensation based on experience
- Stable, long-term employment
- Fast-paced and varied work setting
- RRSP match
- Health Spending Account
- Monthly free lunch and BBQ
- Multiple Company and Family Events
- We deal with all the top brands, all under one roof.
- Work with experienced and professional technicians who stand behind their service!

What You’ll do as the Transport Dispatch Assistant & Admin Coordinator:

Dispatch & Transportation Coordination

Assist in many of the following duties:

- Coordinating daily and upcoming heavy equipment moves
- Communicate with drivers, customers, brokers and transportation partners
- Schedule pickups and deliveries and keep customers updated on progress
- Coordinate equipment details, dimensions, weights, pickup locations and delivery requirements
- Monitor loads and help resolve scheduling or transportation issues as they arise
- Maintain accurate records of equipment movements and completed deliveries
- Planning efficient routes and coordinating multiple loads

Permits & Transportation Documentation





- Arrange and coordinate oversize/overweight transportation permits
- Work with provincial and municipal permitting authorities as required
- Gather accurate equipment dimensions, weights and route information for permit applications
- Ensure required permits, documents and special routing requirements are in place before moves begin
- Maintain organized records of permits and transportation documentation

Invoicing & Administration

- Prepare and issue customer invoices
- Review completed jobs and supporting documentation for billing accuracy
- Enter and maintain information in company systems
- Match driver paperwork, bills of lading, permits and other documentation to completed jobs
- Assist with accounts receivable and follow up on outstanding invoices
- Process and organize incoming paperwork and documentation
- Maintain accurate customer, driver and equipment records
- Provide general administrative support to management and operations

What You Bring to the Team:

- Previous experience in transportation, trucking, dispatch, heavy equipment and/or logistics is required
- Strong organizational and time-management skills
- Excellent attention to detail
- Comfortable communicating with drivers, customers and government agencies
- Strong computer skills and experience with Microsoft Office/Excel
- Ability to manage multiple jobs and changing priorities
- Professional telephone and email communication skills




- Ability to work independently and take initiative
- Reliable and dependable
- Experience with transportation permitting in Alberta and/or other Canadian provinces is a strong asset
- Experience with invoicing is an asset

Schedule & Availability

This is a transportation and dispatch position where flexibility and availability are important to the success of the operation. Evenings and weekends will be required from time to time, particularly when coordinating active loads, dealing with changing schedules, assisting drivers or addressing time-sensitive transportation issues.

The successful candidate must be willing to provide reasonable after-hours support when required and understand that heavy equipment transportation does not always operate strictly within regular business hours.

You should be comfortable picking up the phone, talking to drivers and customers, chasing down missing information, solving problems and making sure the paperwork gets done correctly.

Experience in the heavy equipment transportation industry is preferred, but we are also willing to consider someone with a strong background in trucking dispatch, logistics, freight coordination or transportation administration who is eager to learn the heavy equipment side of the business.

If you are organized, dependable and enjoy the transportation industry, we would like to hear from you.

** Pre-employment Background Check is required, and employment is contingent upon successful clearance results. **

Job Types: Full-time, Permanent

Benefits:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
- Vision care

Work Location: In person

📌 Transport Dispatch Assistant & Admin Coordinator (Calgary)
🏢 Pacesetter Transport
📍 Calgary