Operations Assistant

Operations Assistant

Job Description

Definition: Working under the supervision of the Operations Manager, the full-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Operations Manager. Salary is commensurate with experience.

Status: Non-Exempt

POSITION SUMMARY:

Under the direct supervision of the Operations Manager, this position provides operational and administrative support for the terminal. The Operations Assistant plays a key role in assisting with day-to-day operations, including coordination between dispatch, drivers, and office staff.

In addition to administrative functions such as typing, filing, and scheduling, this role supports operational workflows including record keeping, payroll assistance, tracking driver activity, coordinating logistics, and assisting with compliance-related documentation. The position requires strong organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment.

This role interacts with drivers, customers, vendors, and internal personnel across multiple departments. Independent judgment is required to assist in prioritizing workload, identifying operational inefficiencies, and supporting improvements to procedures and processes.

Duties and Responsibilities:

• Assist in coordinating daily terminal operations to ensure efficient workflow between dispatch, yard, and administrative functions.
• Support Operations Manager with scheduling, tracking workloads, and monitoring daily activity.
• Maintain office calendar and assist in coordinating operational meetings and driver schedules.
• Maintain confidentiality in all aspects of company, employee, and operational information.
• Communicate with drivers, customers, vendors, and internal staff regarding operational needs.
• Answer telephones and direct calls appropriately, including dispatch-related inquiries.
• Assist with processing incoming and outgoing operational communications, including emails, logs, and reports.
• Support documentation related to driver activity, ELD tracking, compliance records, and operational logs.
• Perform clerical and operational support duties including data entry, scanning, filing, and report preparation.
• Maintain and retrieve operational documents, including driver files, load sheets, and compliance records.
• Assist with tracking and maintaining records for drivers, equipment, parking, fuel cards, and company-issued assets.
• Support coordination of office and operational services, including supplies, equipment, and facility needs.
• Prepare and modify operational reports, spreadsheets, invoices, and internal communications using Microsoft Office or other systems.
• Assist in compiling operational data for reporting, audits, and management review.
• Coordinate and assist with meetings, including safety meetings, operational briefings, and trainings.
• Assist with maintaining inventory of office and operational supplies.
• Coordinate maintenance and repair requests for office and operational equipment.
• Support dispatch and operations staff with project-based and day-to-day tasks.
• Assist with overall upkeep and organization of the terminal and office environment.
• Identify opportunities to improve workflow and support implementation of operational improvements.
• Perform other duties as assigned by the Operations Manager.

Knowledge, Skills, and Abilities:

1. Computer literate. Microsoft Office Suite

2. Good writing, analytical and problem-solving skills.

3. Knowledge of principles and practices of organization, planning, records management and general administration.

4. Ability to communicate effectively.

5. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.

6. Ability to follow oral and written instructions.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Minimum Qualifications:

1. At least three (3) years experience in general office responsibilities and procedures.

2. Must be computer literate.

3. Knowledge of principles and practices of basic office management and organization.

4. Knowledge of the basic principles and practices of bookkeeping.

5. Ability to work well either alone or as part of a team.