How does a virtual receptionist work for logistics?
Callers hear your company name during your hours, get a straight answer when the receptionist can give one, and get transferred warmly to dispatch, sales or safety when they cannot. Messages land in your TMS note, your CRM or your inbox within minutes with the load number attached. Freight phones are noisy: the same broker calls three times an hour on a hot load, receivers call to refuse a late truck, drivers call from a scale house. A receptionist who has worked a transportation desk keeps that traffic off your dispatcher so dispatch can keep trucks moving. If TransportBPO runs your dispatch, the two desks share a shift and a report.
What tasks does a virtual receptionist cover for transportation and logistics companies?
- Main line answered in your company name in your hours
- Broker status calls answered from the tracking screen your dispatcher has confirmed
- Quote requests logged with lane, commodity, weight and dates
- Driver calls routed to dispatch or safety with a whispered handoff
- Receiver and shipper messages tied to the load number
- Voicemail cleared each morning with a callback list
- Broker carrier-setup calls handled with the packet checklist
- Recording notice read on lines that require it
