Administrative Assistant

The Administrative Assistant supports daily logistics and transportation operations by coordinating inbound and outbound cargo, maintaining accurate shipment records, and providing excellent customer service. This role ensures that pickups and deliveries run smoothly, documentation remains accurate and compliant, and internal teams receive the information they need to keep freight moving efficiently. The position offers strong training, growth opportunities in the trucking industry, and the chance to contribute directly to operational performance and customer satisfaction.

Responsibilities

• Coordinate and monitor the movement of inbound and outbound cargo to ensure timely and efficient transportation.
• Schedule pickups and deliveries and clearly communicate transportation requirements with carriers, drivers, warehouses, and customers.
• Track shipments on an ongoing basis and provide accurate status updates to customers and internal stakeholders.
• Prepare, review, and maintain shipping documentation, including bills of lading, manifests, invoices, and transportation records.
• Coordinate cargo receiving, storage, and dispatch operations within the terminal to support smooth workflow.
• Work closely with customers, freight carriers, and warehouse personnel to resolve shipment delays, delivery issues, and documentation discrepancies.
• Maintain accurate logistics, inventory, and shipment records using company software such as TRUCKMATE and Microsoft Excel.
• Process transportation and shipping requests and ensure compliance with company procedures and transportation regulations.
• Generate reports related to cargo movement, shipment status, inventory, and overall operational performance.
• Collaborate with operations, warehouse, and transportation teams to improve logistics efficiency and enhance customer service.
• Ensure compliance with workplace safety requirements and transportation industry standards in all daily activities.
• Support administrative functions for the terminal, including data entry, record keeping, and communication with internal and external stakeholders.

• At least 1 year of customer service or administrative experience.
• Proficiency with Microsoft Excel for basic data entry and record maintenance.
• Experience using or willingness to learn transportation and logistics software such as TRUCKMATE.
• Ability to perform dispatch-related tasks, including coordinating drivers, routes, and schedules.
• Strong customer service skills with the ability to communicate clearly and professionally with customers, carriers, and internal teams.
• High attention to detail and accuracy when handling documentation and data entry.
• Excellent time management skills with the ability to prioritize tasks in a busy environment.
• Ability to work effectively with a variety of personalities and collaborate within a team.
• Capacity to thrive in a fast-paced, sometimes chaotic environment while maintaining composure and quality of work.

• Experience with TRUCKMATE software is an asset.
• Previous experience in the trucking or transportation industry is preferred.
• Demonstrated ability to maintain high accuracy in documentation and data entry.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Proactive problem-solving skills to address shipment delays, delivery issues, and documentation discrepancies.
• Interest in developing a long-term career within the trucking and logistics sector.
• Openness to training, coaching, and continuous learning in a supportive environment.

The role is part of a collaborative logistics and administrative team that includes multiple administrative staff and dispatchers. You will work closely with operations, warehouse, and transportation teams, as well as an additional nearby terminal that has its own administrative support. The standard work schedule runs from 1:30 p.m. to 9:30 p.m., supporting afternoon and evening operations. The environment is dynamic and can be fast-paced and occasionally chaotic, requiring flexibility, strong communication, and a calm approach under pressure. The organization offers a supportive and diverse working environment with training and development opportunities, as well as a bonus program upon becoming a permanent employee.

Job Type & Location

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

The pay range for this position is $21.63 - $21.63/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, 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.