For logistics operators, freight brokers and 3PL teams

Logistics virtual assistants

Give your operations team a clear view of what was reported, what is confirmed and what needs attention. Your assistant can coordinate shipment updates, follow-up and delivery records. Knows The Drill recruits and prepares them for your logistics operation and agreed responsibilities before handoff.

Find your assistant

Your next customer update should not start with a search through yesterday's messages.

A customer asks where the shipment stands. The last carrier update is in an email, the delivery window has changed, and the proof of delivery is still missing. Someone needs to connect those details before the operations team can give a useful answer.

Give an assistant responsibility for that flow of information. They can collect status reports, keep the source and time visible, follow up on gaps and route exceptions. Your operators keep control of dispatch, commercial decisions and the commitments made to customers.

The work to hand off

Keep shipment information ready for the next decision.

Organize incoming shipment requests

Using your intake checklist, an assistant can capture the shipment reference, contacts, requested dates and other details your operators need. Missing information is returned to the right contact for clarification. The request is then routed to the person who decides availability, service and terms.

What you get back: A shipment request record with missing details and an assigned operator

Follow up on shipment status

Work from your approved contact list and update schedule to request the latest status. Your assistant can record who reported it and when, then prepare a customer update using agreed wording. Estimated times remain labeled as estimates, and conflicting or outdated reports are flagged for operations.

What you get back: A status log with sources, timestamps and items needing confirmation

Prepare exception handoffs

When a report meets your escalation rules, an assistant can assemble the shipment reference, latest updates, contact attempts and outstanding question. They route that brief to the designated operator and track the response, so the next person can act with the history in front of them.

What you get back: An exception brief with the reported issue, decision owner and next action

Collect delivery records

Use your document checklist to request and file proof of delivery and other approved records. An assistant can match the shipment reference, note missing or unreadable pages and prepare the inputs your billing team requests. Discrepancies, charges and claims go to the authorized owner for review.

What you get back: A delivery document folder and outstanding-items list for review

Illustrative workflow

From a status request to a useful operations handoff

Use this example to define when an update can be passed along and when a reported exception needs an operator's decision.

A customer requests an update

Assistant preparesIdentify the shipment, requested information and latest recorded update.

Your operators decideWhich contact can confirm the status and whether immediate attention is needed.

A status report arrives

Assistant preparesRecord the source, time and exact reported status; distinguish estimates from confirmed events.

Your operators decideWhether the information is sufficient and what may be communicated to the customer.

An exception is reported

Assistant preparesSummarize the issue, contact attempts and conflicting information for the assigned operator.

Your operators decideDispatch changes, service alternatives, additional charges and customer commitments.

A response is authorized

Assistant preparesSend the approved update and record the next follow-up and its owner.

Your operators decideAny revised commitment and who handles the shipment outside the agreed coverage hours.

Delivery is reported

Assistant preparesRequest the agreed delivery records, file them and flag discrepancies for review.

Your operators decideAcceptance of the records, billing treatment and resolution of any claim.

Illustrative example — not a client record

A shipment update with an unconfirmed receiving appointment

Use this status brief to keep the carrier's reported movement, estimated arrival and receiving confirmation distinct before an operator approves the customer update.

Shipment reference: Example entryLC-031: the shipment assigned to the afternoon receiving slot request.; What to provide or checkConnect the update to the correct shipment and receiving contact.
Source and update time: Example entryCarrier email received at 10:20 a.m. Central on Tuesday.; What to provide or checkShow where the information came from and how current it is.
Reported movement: Example entryThe carrier reports departure at 9:10 a.m. Central that morning.; What to provide or checkLabel the event as reported by its source.
Estimated arrival: Example entryThe same email estimates arrival at 2 p.m. Central.; What to provide or checkPreserve the estimated status rather than converting it into a delivery promise.
Receiving appointment: Example entryA 3 p.m. Central receiving slot was requested; the facility has not confirmed it.; What to provide or checkKeep the appointment request separate from the carrier's estimate.
Next action and owner: Example entryThe assigned operator decides the next update; the assistant follows up with the receiving contact and records the reply.; What to provide or checkIdentify the operational decision and the outstanding confirmation.

Ready to hand over when: The operator can trace each update to its source and time, distinguish the estimate from the appointment request, and see who is following up on receiving confirmation.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Do shipment updates arrive faster than your operators can organize them?

A useful fit when

Shipments generate recurring status checks, document requests and customer-update preparation.
Operators can set escalation rules and make shipment decisions while an assistant maintains the source and timing of each update.

Discuss the setup first

Your operation needs continuous coverage across shifts; agree staffing hours and the handover to the next responsible person.
Carrier reports, tracking feeds and customer messages disagree, but the team has not defined how conflicting updates should be escalated.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Operations stays in control of the shipment.

Give your assistant a defined contact list, communication scope and escalation route. Their records should make the state of the work clearer without turning an unverified report into a delivery promise.

Dispatch decisions, carrier selection, rate agreements and shipment commitments stay with your authorized team.
Estimates, reported events and confirmed details are kept distinct; an assistant does not guarantee arrival times.
Coverage hours and after-hours escalation are agreed during matching; continuous coverage is not assumed.

Bring the updates your operators keep chasing.

01Shipment types, typical request volume and the hours when coordination is needed.
02Your TMS, tracking and document tools, with any required prior experience.
03Approved contacts, status wording and the difference between estimated and confirmed milestones.
04Exception rules, decision owners and the handover process at the end of coverage.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can a logistics virtual assistant contact carriers and customers?: Status requests, document follow-up and approved customer updates can be part of the agreed role. You define the contacts, channels and wording. Questions that require a rate change, service decision or new commitment go to the person authorized to make that decision.
Does the assistant act as a dispatcher?: Dispatch authority is not part of the coordination workflow described here. Your operators decide assignments, routes and operational changes. If you need dispatch experience or a different scope, describe the exact responsibilities during matching so the skills and authority required can be assessed before the role is agreed.
Can we arrange support outside our usual office hours?: Bring the coverage window, time zone and expected workload to matching. Hours need to be agreed for the role, along with who receives unresolved items at the end of a shift. A dedicated assistant does not, by itself, provide round-the-clock coverage.
Can the assistant use our transportation management system?: We discuss your transportation management system and the actual work to be performed in it. Tell us which functions require prior experience and what access the assistant may have. We recruit and prepare them for the agreed logistics responsibilities before handoff, with skills and preparation time scoped during matching.
Can the role focus on proof of delivery and billing preparation?: Yes, document collection and preparation of approved billing inputs can be the focus of the role. Your team supplies the required records and review rules. The assistant can track missing items and prepare a review queue; your authorized team decides charges, resolves discrepancies and handles claims.

Put a clear status behind the next customer update.

Show us the status requests, exceptions and delivery records that need an owner. We will help define the role around your systems, communication rules and coverage needs.

Find your assistant

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