Administrative Assistance

The Administrative Assistant plays a vital role in supporting a medium-sized team and ensuring the smooth and efficient operation of the office. Reporting directly to the Department Head, the Administrative Assistant is responsible for a broad range of administrative, clerical, and organizational duties, while providing day-to-day support to management and other members of the department.

This position requires a highly organized, detail-oriented, and dependable individual who can effectively manage multiple tasks and priorities in a fast-paced environment. The Administrative Assistant serves as an important point of contact for customers, vendors, employees, and other business partners and is expected to maintain a professional and helpful approach in all communications.

Key Responsibilities

General Office Administration

• Answer and direct incoming telephone calls, take messages, and respond to routine inquiries in a professional manner.
• Prepare, organize, scan, file, and maintain company documents and records.
• Maintain both electronic and physical filing systems, ensuring documents are properly organized and readily accessible.
• Prepare correspondence, reports, forms, spreadsheets, and other administrative documents as required.
• Order and maintain office supplies and monitor general office needs.
• Provide general administrative support to the Department Head and other members of the team.
• Create and maintain spreadsheets used to track shipments, deliveries, costs, customer information, operational activities, and other departmental data.
• Perform accurate and timely data entry into company systems and spreadsheets.
• Communicate with customers, vendors, carriers, service providers, and internal employees as needed.
• Maintain confidentiality when handling company, customer, employee, and financial information.

Preferred Qualifications

• 1+ years of administrative or office support experience, preferably in a logistics, transportation, freight forwarding, supply chain, customer service, or other fast-paced business environment.
• High school diploma or equivalent required; additional education or coursework in business administration, logistics, or a related field is a plus.
• Proficiency in Microsoft Office Suite, particularly Microsoft Excel, Word, and Outlook. The ability to create, update, format, and maintain spreadsheets and other business documents is important.
• Strong data entry skills with a high degree of accuracy and attention to detail. The ability to enter, review, and update information in company systems while minimizing errors is essential.
• Strong organizational and time-management skills, with the ability to manage multiple responsibilities, prioritize tasks, meet deadlines, and maintain accurate records in a busy office environment.
• Excellent verbal and written communication skills, including professional telephone and email communication with customers, vendors, carriers, employees, and management.
• Customer service experience with the ability to interact professionally, courteously, and effectively with both internal and external customers.
• Effective problem-solving skills and the ability to identify discrepancies, gather information, follow established procedures, and determine when an issue should be escalated to the Department Head or another appropriate team member.
• Ability to work independently and as part of a team, demonstrating reliability, initiative, and willingness to assist coworkers when priorities change or additional support is needed.
• Ability to learn and adapt to company-specific software and procedures, including logistics, shipment tracking, customer management, and other internal systems.
• Strong attention to detail and follow-through, particularly when handling shipment information, documentation, correspondence, records, and time-sensitive requests.
• Professional demeanor and dependability, including punctuality, consistent attendance, discretion, and the ability to maintain confidentiality when handling company, customer, employee, or financial information.
• Ability to work effectively in a fast-paced environment, remain organized when priorities change, and handle interruptions while maintaining accuracy and professionalism.
• Previous experience with logistics or transportation software is a plus, but not required, provided the candidate demonstrates the ability to learn new systems quickly.

The ideal candidate is a reliable, organized, and proactive individual who takes ownership of their responsibilities and understands the importance of accuracy in an operational environment. The position requires someone who is comfortable handling routine administrative responsibilities while also being able to recognize when an issue requires additional attention.

Because this role supports a busy logistics operation, the successful candidate should be able to multitask, work under time constraints, follow established procedures, and adapt to changing priorities without losing attention to detail.

Reports to: Department Head

Primary Function: Provide administrative, clerical, data-entry, documentation, and operational support to ensure the department operates efficiently and accurately.

We are a well-established logistics and transportation company providing comprehensive logistics services to a diverse group of domestic and international customers. Our team manages the coordination and movement of shipments while working closely with customers, carriers, vendors, and other logistics service providers to ensure shipments are handled efficiently, accurately, and on time.
As a medium-sized company, we offer a professional but team-oriented work environment where employees have the opportunity to work closely with management and colleagues across different areas of the business. Our size allows employees to have a meaningful role in the day-to-day operation of the company and to see the direct impact of their work.
Working in logistics requires organization, attention to detail, responsiveness, and the ability to manage changing priorities. Every day can be different, and employees are expected to communicate effectively, follow through on responsibilities, and work together to resolve issues that may arise.
The Administrative Assistant will play an important role in supporting the daily operation of the company. The position will work closely with the Department Head and operations team, assisting with administrative duties, customer and vendor communications, data entry, documentation, record keeping, and maintaining information within the company's logistics systems.