Administrative Assistant – Transportation Industry

Job Summary:

Shifts Noon - 10 PM monday through Friday & Friday, Saturday and Sunday 7 AM - 7 PM
We are seeking a highly organized and proactive Administrative Assistant to support our team in a dynamic office environment. This key role is integral in ensuring smooth operations within our logistics and transportation team.

We encourage you to apply if you have a positive attitude and willingness to learn, even if you don't have to have experience in the transportation industry, that's okay I can teach you everything about transportation i can't teach people how to be kind & have a positive attitude!

The ideal candidate will possess high level attention to details, excellent communication abilities with others, enthusiastic, customer-oriented not afraid to come in and get their hands dirty! We are a small company looking for a strong base of people to build off of, looking to have people long term!

We have a couple different time slots and shifts available.

Responsibilities:

1. Customer Service and Communication

• Client Interaction: Respond to client, customer, and vendor inquiries professionally and promptly, providing shipment updates, delivery times, and transportation schedules. You’ll help manage inquiries related to logistics, such as transit times, potential delays, and expected arrival windows, while management handles rate-related questions.
• Correspondence Management: Organize and manage communication, including emails, phone calls, and written correspondence. This involves relaying messages accurately between drivers, customers, suppliers, and internal teams to prevent misunderstandings and delays.
• Issue Resolution: Address and resolve customer concerns related to transportation delays, vehicle breakdowns, or delivery discrepancies. Work closely with appropriate departments (e.g., fleet management, dispatch) to resolve issues promptly, following up to ensure customer satisfaction.

2. Logistics Support

• Route Planning Assistance: Support the coordination of shipping and delivery routes, entering delivery schedules and route preferences into our system. Update customers and drivers on changes due to traffic conditions, weather-related delays, or road closures.
• Inventory Management: Assist in managing inventory levels by working with customer warehouses and monitoring goods in transit. Help align delivery schedules to ensure timely shipment of goods while addressing real-time issues with suppliers, carriers, and drivers.
• Fleet Management Support: Assist with tracking vehicle maintenance schedules, coordinating repairs, and ensuring vehicles meet safety standards. Ensure required documentation for inspections and maintenance is filed properly, maintaining compliance with transportation regulations.

3. Team Coordination and Support

• Team Communication: Ensure seamless communication between drivers, logistics teams, and departments. Update teams on delivery statuses, addressing urgent matters, and facilitating shift handoffs to guarantee smooth operations.
• Training and Onboarding: Help onboard and train new administrative or logistics staff, familiarizing them with our Transportation Management System (TMS) and company protocols. Provide ongoing support to ensure all new team members understand their roles and responsibilities.

4. Event and Project Support

• Special Projects Assistance: Assist with special projects such as implementing new transportation routes or optimizing existing ones. Work alongside project managers, gathering data, providing support in planning, and ensuring initiatives are completed on time.

5. BOL/POD Management

• BOL Retrieval: Obtain and organize Bills of Lading (BOLs) for each shipment, ensuring documentation is accurate, complete, and filed in the TMS. Ensure BOLs are sent to customers or uploaded to customer portals.
• POD Retrieval: Gather Proof of Delivery (POD) documentation, ensuring it is timely, accurate, and submitted to customers. Update the TMS and customer portals with PODs as needed.
• Before Closing Out a Load: Before closing a load in the system, ensure the POD is complete and error-free, resolving any discrepancies and ensuring it matches the delivery details.

6. Load Building and Shipment Tracking

• Load Building: Organize shipments and loads in the TMS, ensuring all required information (e.g., delivery schedules, addresses, and special instructions) is accurate and up-to-date.
• Shipment Tracking: Monitor shipments in real-time using tracking systems, communicate with drivers, carriers, or third parties to ensure deliveries are on schedule. Address delays or issues as they arise.
• Update TMS and Customer Portals: Regularly update both internal TMS systems and customer-facing portals with current shipment information. Ensure all updates are accurate, and if customer portals experience technical issues, escalate them as needed.

7. Rate Confirmation and Communication

• Send Rate Confirmations: When necessary, send rate confirmations to carriers or customers, ensuring terms like pricing, service expectations, and delivery schedules are clearly communicated and agreed upon.

Additional Responsibilities:

• Driver Surveys and Feedback: Complete driver surveys, ensuring accurate driver statements are captured and assist with addressing driver concerns or directing them to the proper channels.
• Equipment and Paperwork Management: Send and receive equipment on behalf of the company, completing all required paperwork for tracking purposes.
• Document Expiry Reminders: Send monthly reminders to the driver base regarding expired documents to ensure compliance.
• Miscellaneous Administrative Support: Assist the department manager with various administrative tasks as needed, supporting the overall efficiency of office operations.

Skills and Qualifications:

• Administrative Skills: Proficient in office management practices, filing systems, and document management.
• Communication: Strong phone etiquette and interpersonal skills to maintain positive relationships with clients, drivers, and colleagues.
• Technology: Ability to handle Transportation Management Systems (TMS) and other office software; ability to update and maintain databases and customer portals efficiently.
• Multitasking: Ability to handle multiple tasks in a fast-paced environment while maintaining attention to detail.
• Customer Service: A focus on providing outstanding customer service, resolving issues promptly and effectively.
• Bilingual: Highly desirable for communicating with a diverse clientele.
• Teamwork: Ability to work independently or as part of a team, demonstrating flexibility and a positive attitude.

Why Join Us?
This is a great opportunity for someone who thrives in a fast-paced environment and enjoys contributing to a team. You’ll have the chance to develop your skills in logistics, customer service, and office management, while working alongside a supportive and dynamic team. If you're organized, detail-oriented, and eager to make a difference, apply today

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• Paid time off

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person