Copy of Administrative Assistant

About the role

Summary:  The Warehouse Office Administrative has a primary responsibility to provide administration of all customer-facing activities such as order processing, billing, container tracking, chassis auditing, and other items that deliver best in class service to Costa’s customer.  This position requires strong multi-tasking skills, product knowledge, and superior communication ability.  This is a non-exempt, hourly position.

What you'll do

• Manage and process delivery orders from the orders mailbox
• Process deliveries in container management system, VIntermodal
• Trace and trace orders in port terminal to verify most recent information is entered
• Review ops reports and update VI accordingly as needed
• Keep customer requirement manuals updated in VIntermodal with changing requirements
• Assist Customer Service in scheduling and communicating with customers as needed
• Notify containers ready in VI 
• Assist in troubleshooting driver trouble tickets 
• Creates and update location profiles in computer system
• Create and process reports as needed
• Assist customer in reviewing and auditing chassis and per diem invoices to confirm billing is correct and ensure we are charging back customers what they are responsible for 
• Other projects as assigned by management
• Other tasks as requested
• Regular attendance is a required function of the position

Qualifications

• Knowledge/Skills:
• Previous drayage with VIntermodal experience preferred 
• Demonstrated strength in project and teamwork 
• Positive orientation to problem solving 
• Excellent communication skills both verbal and written 
• Strong mathematical abilities 
• Advanced skills in Microsoft Office including Excel, Word 
• Capable of critical analysis 
• Self-motivated with strong decision-making abilities 
• Can-do, positive service attitude
• Independent thinking and problem-solving skills                  
• Attention to detail and accuracy
• Ability to multi-task
• Impeccable follow-through and commitment to quality customer service
• Desires fast paced environment

Education/Experience: 

The minimum education or formal training for this position includes the following Provincial/State or other vocational or professional certification, trade license, apprenticeship, or degree:

--- Mandatory: High School Diploma or GED

--- Preferred:    Bachelor’s degree in business administration or related field

Relevant experience from previous jobs that would be required before entering this job, including time spent in formal apprenticeships in transportation, drayage, and/or intermodal industries.

--- Approximately:

   --  3 months   Describe the experience and attributes of the ideal candidate

Physical and Work Environment Requirements

The physical demands described here are representative of those what must be met by an employee to successfully perform the essential functions of this position.

• Primarily office-based work within a warehouse environment.
• Frequent use of a computer, telephone, and other communication equipment.
• May require occasional walking through warehouse, dock, or yard areas.
• Must be able to work in an environment where operational demands and scheduling priorities may change throughout the day.
• While performing the duties of this job, the employee is regularly required to use hands to fingers, handle or feel; reach with hands and arms; and talk and hear.
• This position frequently requires to stand; walk; and stoop, kneel or crouch.
• Occasionally required to sit, climb and balance.
• Must be physically capable of constantly lifting and/or moving objects up to 50 pounds, and occasionally lift and/or move objects that weigh more than 60 pounds
• Specific vision abilities required by this position includes close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Performance Expectations

Performance will be evaluated based on the employee's ability to coordinate activities accurately and efficiently, communicate effectively, maintain reliable records, follow safety and compliance procedures, and respond promptly to the customer.

Work Environment

This position works in a warehouse setting with various temperatures.  Warehouse temperatures vary from freezer, refrigerator, climate control to no climate control warehouses as well as some outdoor exposure.  While performing the duties of this job, the employee is exposed to moving mechanical parts, vibrations, two-way forklift flow and loud noise. 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, duties or responsibilities that are required of the employee for this job.  Duties and responsibilities and activities may change at any time with or without notice.  All other duties assigned by supervisor.

The pay range for this role is:

18.00 - 25.00 USD per hour