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 first point of contact at the front terminal office, checking truck drivers and shipments in and out, and accurately entering shipment information into the warehouse management system. You ensure that Bills of Lading (BOLs) and Proof of Deliveries (PODs) are recorded correctly, help resolve inventory discrepancies, and provide clear communication to drivers and customers regarding their deliveries. This position suits someone with clerical experience in transportation or distribution, strong attention to detail, and the ability to work both independently and as part of a collaborative team.

Responsibilities

• Serve as the primary front-office contact for the transportation team, greeting and assisting truck drivers and visitors as they arrive at the terminal.
• Check shipments and truck drivers in and out, ensuring all relevant 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.
• Maintain accurate and up-to-date shipment records to support smooth warehouse and transportation operations.
• Communicate regularly with the shipping and receiving teams to identify, investigate, and resolve inventory discrepancies.
• Handle inbound and outbound phone calls from drivers needing directions or updates, and from customers inquiring about their deliveries.
• Route calls to the appropriate person or department, or provide direct assistance when dealing with issues such as damaged or lost shipments.
• Collaborate with multiple departments, including less-than-truckload (LTL), transportation, and other operational teams, to ensure coordinated service.
• Provide high-quality administrative support, including data entry, document handling, and general office tasks as needed.
• Use Microsoft Office applications, including Outlook and Excel, to manage correspondence, track information, and support reporting needs.
• Maintain a high level of accuracy and attention to detail in all clerical and data entry tasks to prevent costly errors.
• Demonstrate initiative by identifying issues, proposing solutions, and resolving problems independently when appropriate.
• Contribute positively to a friendly, team-oriented work environment by communicating clearly and working cooperatively with colleagues.
• Adapt to a fast-paced, blue-collar trucking environment and interact professionally with drivers, warehouse staff, and office personnel.

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 and professionally with multiple departments and external contacts.
• Proven administrative support experience, including handling office tasks and providing general administrative assistance.
• Customer service skills, including handling inquiries from drivers and customers in a courteous and efficient manner.
• Proficiency with Microsoft Office, including Outlook and Excel, for email communication, data entry, and basic reporting.
• Accurate data entry skills and experience maintaining electronic records in office or warehouse systems.
• Ability to work effectively with multiple departments, including transportation and LTL operations.
• Strong attention to detail, with the ability to identify and prevent errors that could lead to significant financial impact.
• Ability to work independently, show initiative, and solve problems with minimal supervision.
• Effective teamwork and communication skills for collaborating with shipping, receiving, and other operational teams.

Additional Skills & Qualifications

• Previous experience in the freight or trucking industry.
• Familiarity with a Truckmate warehouse management system or similar logistics software.
• Comfort working in a blue-collar, trucking-focused environment.
• Demonstrated ability to handle high-responsibility tasks where accuracy is critical.
• Strong problem-solving skills and the confidence to make decisions and escalate issues when needed.
• Thick skin and a good sense of humor, with the ability to work well in a lively, fast-paced terminal office.
• Interest in long-term stability with opportunities for benefits and pension when transitioning to permanent employment.

Work Environment

This role is based in a front terminal office within a large logistics and transportation facility. The standard schedule runs from 7:00 a.m. to 3:30 p.m. You work alongside approximately seven office colleagues at a time, while drivers and warehouse staff frequently move through the office. The environment is trucking-oriented, with a practical, down-to-earth culture and a friendly team that helps new employees feel like part of the group. The atmosphere can be busy and informal, and it is well suited to someone who is comfortable interacting with drivers, warehouse personnel, and multiple operational departments. The company offers a stable setting with the potential for benefits and pension when moving into a permanent role, and the culture values teamwork, reliability, and a sense of humor. Dress expectations align with a typical blue-collar office within a transportation terminal, where practical, neat, and workplace-appropriate attire is preferred.

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

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

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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, les achats, la chaine 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 vaste réseau 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 et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du classement Fortune 500. Nous sommes fiers d'avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

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® Platinum Award 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.