Administrative Assistant

Job Title: Dock Administrative Assistant (10 PM to 6 AM)

Job Description: This Administrative Assistant role supports a large third-party logistics operation by serving as the primary point of contact for the transportation team. You will greet and check in truck drivers, manage shipment documentation, and accurately enter data into the warehouse management system. The position requires strong communication skills to coordinate with multiple departments, handle inbound and outbound calls from drivers and customers, and resolve issues related to deliveries, damaged goods, or lost shipments. Success in this role depends on attention to detail, the ability to work independently, and comfort working in a fast-paced, blue-collar logistics environment.

Responsibilities

• Serve as the main administrative contact for the transportation team and act as the first point of contact for drivers and visitors.
• Check truck drivers and shipments in and out, ensuring all required information is collected and recorded accurately.
• Enter Bills of Lading (BOLs) and Proof of Deliveries (PODs) into the company's warehouse management system and internal databases.
• Verify shipment details and update records to ensure accurate tracking of inbound and outbound freight.
• Communicate with the shipping and receiving teams to identify, investigate, and resolve inventory discrepancies.
• Handle inbound and outbound phone calls from drivers who require directions or assistance and from customers inquiring about their deliveries.
• Route calls to the appropriate person or department and provide accurate information to resolve questions or concerns.
• Assist with issues related to damaged or lost shipments by gathering details, documenting incidents, and escalating as needed.
• Provide general administrative support, including data entry, document management, and use of Microsoft Office applications.
• Collaborate with multiple internal departments, including transportation and less-than-truckload (LTL) teams, to ensure smooth logistics operations.
• Maintain a high level of accuracy in all data entry and documentation to prevent costly errors.
• Work both independently and as part of a small office team, demonstrating initiative and problem-solving skills.
• Contribute to a positive team culture by communicating clearly, supporting colleagues, and adapting to a busy terminal environment.

Essential Skills

• At least 1 year of clerical or administrative experience, preferably within a distribution or transportation environment.
• Strong command of the English language, with the ability to communicate clearly with multiple departments.
• Proficiency with Microsoft Office, including Outlook and Excel, for daily administrative tasks and reporting.
• Experience with administrative support functions such as data entry, document processing, and customer service.
• Ability to handle inbound and outbound calls professionally, including speaking with drivers and customers.
• Strong attention to detail, with the ability to enter and verify data accurately in warehouse management or similar systems.
• Ability to work effectively with transportation, LTL, and other operational teams to support logistics activities.
• Demonstrated ability to work independently, prioritize tasks, and solve problems with minimal supervision.
• Effective teamwork and communication skills when working with other departments in a logistics or warehouse setting.

Additional Skills & Qualifications

• Previous experience in the freight, trucking, or broader transportation industry.
• Familiarity with Truckmate or similar warehouse management systems.
• Comfort working in a blue-collar, trucking-focused environment.
• Excellent attention to detail, with an understanding that errors can have significant financial impact.
• Demonstrated initiative and the ability to identify and resolve issues proactively.
• Thick skin and a good sense of humor to thrive in a busy terminal office with frequent driver and warehouse interaction.
• Interest in long-term stability with the potential to access benefits and pension when moving into a permanent role.

Work Environment

This role operates in a front terminal office within a busy logistics facility, with approximately seven team members working together at a time. The office is situated in a blue-collar trucking environment where drivers and warehouse staff frequently walk through and interact with the team. The culture is friendly and welcoming, with colleagues making a strong effort to help new hires feel like part of the team. The position follows a Monday to Friday schedule, with hours listed as 10:00 to 18:00 (exact shift details should be confirmed during the hiring process). The environment is fast-paced and informal, and it is well suited to individuals who are comfortable in a practical, operations-focused setting rather than a traditional white-collar office. A professional yet relaxed attire appropriate for a terminal office in a trucking and warehouse setting is expected.

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

The pay range for this position is $21.00 - $22.00/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.