Administrative Assistant

Job Title: Administrative Assistant

Job Description

This Administrative Assistant role supports a busy transportation team within a large third-party logistics operation. You act as the primary front-office contact for truck drivers and shipping partners, checking shipments in and out, entering critical documentation into the warehouse management system, and coordinating with multiple departments to resolve issues. The position requires strong attention to detail, clear communication, and the ability to work both independently and collaboratively in a fast-paced, blue-collar logistics environment.

Responsibilities

• Serve as the main front-office contact for the transportation team, acting as the first point of contact for truck drivers and visitors.
• Check shipments and truck drivers in and out, ensuring all required information is captured accurately and promptly.
• Enter Bills of Lading (BOLs) and Proof of Deliveries (PODs) into the company's warehouse management system and internal database.
• Verify shipment documentation and update records to maintain accurate inventory and delivery information.
• Communicate with the shipping and receiving teams to identify, investigate, and resolve inventory discrepancies.
• Handle inbound and outbound calls from drivers, providing directions, updates, and support as needed.
• Respond to customer calls regarding deliveries, including status updates and basic issue resolution.
• Forward calls and inquiries to the appropriate internal contacts when specialized support is required.
• Assist callers and internal stakeholders with issues related to damaged or lost shipments by gathering information and escalating as needed.
• Provide general administrative support to the transportation and warehouse teams, including data entry and documentation management.
• Collaborate with multiple departments to ensure smooth daily operations and timely resolution of logistics issues.
• Maintain a high level of accuracy in all data entry tasks to prevent costly errors.
• Adapt to new systems and processes in an evolving environment, supporting implementation by learning and applying new tools quickly.
• Work both independently and as part of a small office team, demonstrating initiative and problem-solving skills.
• Contribute to a positive team atmosphere by communicating clearly, supporting colleagues, and maintaining professionalism in a busy, blue-collar office setting.

Essential Skills

• At least 1 year of clerical or administrative experience, ideally within distribution or transportation environments.
• Proven experience providing administrative support, including data entry and documentation management.
• Comfort working in blue-collar environments such as transportation, manufacturing, or similar industrial settings.
• Strong command of the English language, with the ability to communicate clearly with multiple departments.
• Customer service experience, including handling inbound and outbound calls with drivers and customers.
• Proficiency with Microsoft Office, including Microsoft Excel and Outlook, for data entry, tracking, and communication.
• Experience using computer-based systems to enter and manage data in a warehouse or logistics context.
• Ability to perform accurate, high-volume data entry with strong attention to detail.
• Capability to work in a fast-paced, ever-changing environment, including adapting to new systems and processes.
• Strong teamwork and communication skills to collaborate effectively with shipping, receiving, and other internal teams.
• Ability to work independently, showing initiative and resolving routine issues without constant supervision.
• Comfort interacting regularly with drivers and warehouse staff in a front-office terminal setting.

Additional Skills & Qualifications

• Previous experience in the freight or trucking industry.
• Knowledge of the Truckmate warehouse management system or similar logistics software.
• Experience in a third-party logistics or distribution center environment.
• Demonstrated ability to learn new systems and tools quickly.
• Excellent attention to detail, with an understanding that errors in this role can have significant financial impact.
• Strong problem-solving skills and the ability to take initiative when issues arise.
• Resilience and the ability to maintain professionalism in a busy, blue-collar office environment.
• A good sense of humor and the interpersonal skills to integrate well into a close-knit team.

Work Environment

This role is based in a front terminal office within a large logistics facility. The standard schedule is Monday to Friday, approximately 1:30 p.m. to 10:00 p.m. You work alongside a small office team of around seven people, with drivers and warehouse staff frequently passing through the office throughout the day. The environment is friendly, collaborative, and team-oriented, with colleagues who make a strong effort to welcome new team members and create a family-like atmosphere. The setting is distinctly blue-collar and operationally focused, with a steady flow of activity and an ever-changing workload driven by transportation and warehouse operations. You use computers, Microsoft Office applications (including Excel and Outlook), and a warehouse management system to perform data entry and administrative tasks. The company offers the opportunity to transition from contract to permanent employment, typically within 8 to 12 months, with benefits and pension becoming available upon permanent hire. The organization is stable and has maintained strong business levels through challenging periods, providing a reliable and engaging work environment for individuals who appreciate a fast-paced logistics setting.

This is a Contract to Hire position based out of EDMONTON, AB.

The pay range for this position is $21.00 - $21.00/hr.

This is a fully onsite position in EDMONTON,AB.

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l'acquisition de talents, la chaîne d'approvisionnement et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre réseau expansif pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie-Pacifique et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du Fortune 500. Nous sommes fiers d'avoir remporté le double diamant ClearlyRated Best of Staffing® pour notre service aux clients et aux talents.

Aston Carter est un employeur souscrivant au principe de l'égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l'âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou l'ajustement du processus de demande d'emploi ou d'entrevue à cause d'un handicap, veuillez envoyer un courriel à [email protected] pour connaître d'autres options d'accommodement.

Ordonnance sur l'égalité des chances de San Francisco: Conformément à l'Ordonnance sur l'égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l'intelligence artificielle (IA): Nous pouvons utiliser l'intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d'embauche, notamment la recherche, la présélection et l'évaluation des candidatures. L'IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l'aide d'outils d'IA.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.