Job Description

We are seeking a detail-oriented and organized Administrative Assistant to join our trucking company. As an Administrative Assistant, you will play a crucial role in supporting our operations and ensuring efficient administrative processes. If you thrive in a fast-paced environment and have excellent communication skills, we’d love to hear from you!

HOURS: 30 hours per Week

DUTIES:

Record Keeping and Documentation:

• Maintain accurate records related to trucking operations, including invoices, bills of lading, and shipping documents.
• Organize and file paperwork efficiently.

Communication and Coordination:

• Communicate with drivers, dispatchers, and other team members.
• Coordinate schedules, routes, and deliveries.
• Liaise with clients, vendors, and suppliers.

Data Entry and Reporting:

• Enter data into computer systems (such as dispatch software or spreadsheets).
• Generate reports on fuel usage, mileage, and maintenance schedules.
• Prepare regular reports for management.

Billing and Invoicing:

• Assist with preparing invoices for clients.
• Track payments and follow up on outstanding invoices.
• Coordinate with accounting for accurate billing.

Logistics Support:

• Assist in organizing shipments, tracking deliveries, and managing freight logistics.
• Coordinate with trucking companies for pick-ups and deliveries.
• Handle paperwork related to customs and border crossings.

Office Management:

• Answer phone calls, take messages, and direct inquiries.
• Order office supplies and maintain inventory.
• Schedule appointments and meetings.

Administrative Tasks:

• Prepare correspondence, memos, and emails.
• Assist with payroll processing and timekeeping.
• Handle general administrative duties as needed.