Administrative Assistant - Transportation

Overview
We are seeking a dynamic and highly organized Administrative Assistant specializing in Transportation to join our team. This vital role involves supporting daily transportation operations, coordinating schedules, managing documentation, and ensuring seamless communication across departments. The ideal candidate will bring a proactive attitude, excellent organizational skills, and a passion for delivering outstanding administrative support in a fast-paced environment. This paid position offers an exciting opportunity to contribute to efficient transportation management while developing valuable skills in office administration and logistics.

Responsibilities

Dispatch and Driver Coordination

• Serve as the primary point of contact for drivers through the shift, keeping steady communication and resolving issues as they come up.
• Support drivers with route problems such as closed stops, possible drops, breakdowns, fuel cards, and overnight lodging.
• Assign added pickups and adjust routes during the day as conditions change.
• Monitor trucks and delivery progress to keep routes on schedule.
• Review Out of Route reports and follow up with drivers on exceptions.

Customer Service and Communication

• Act as the daily point of contact for Order Entry and Sales, taking their calls on delivery issues and seeing them through to resolution.
• Address customer concerns about deliveries, including product left in the wrong place, driver conduct, and similar complaints.
• Keep Order Entry and Sales updated on ETAs and delays.
• Coordinate with the Credits Department on returns and with the warehouse on Return ETAs and pallets.

Fleet and Maintenance Coordination

• Report breakdowns and vehicle damage to the maintenance coordinator so repairs are handled quickly.
• Coordinate with the fuel company and yard switchers to keep night operations running smoothly.

Labor and Attendance Support

• Track driver and helper attendance, absences, and days off, and keep a current coverage picture.
• Compile next day headcount needs and flag coverage gaps and overtime risk to the manager.

Payroll and Timekeeping

• Check payroll for accuracy each pay period before it goes to the manager for final approval.
• Review and approve missing punch requests.
• Track driver and helper hours and flag overtime concerns to the manager.

Reporting and Recordkeeping

• Prepare and send daily and weekly operations reports to the manager, covering open issues, late or missed stops, out-of-route, and driver performance.
• Track driver performance and flag recurring issues to the manager for coaching, keeping records of delivery exceptions, complaints, and incidents for follow up.

Approvals and Coverage

• Review and approve pallet reimbursements.

Experience

• Experience in dispatch, transportation, or logistics operations.
• Working knowledge of routing, delivery workflows, and fleet operations.
• Comfortable with dispatch and GPS tracking systems and standard office software.
• Strong communication skills with the ability to stay calm and organized under pressure.
• Able to manage several open issues at once and follow each through to resolution.
• Strong recordkeeping and follow up habits.
• Bilingual English and Spanish is a plus
• Available to support evening and night operations as needed.

Join us as an Administrative Assistant - Transportation and become an essential part of our team dedicated to operational excellence! Your proactive approach and organizational expertise will help us streamline transportation processes while providing exceptional support to our staff and clients.

Pay: $25.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person