Administrative Assistant

Job Title: Administrative Assistant Job Description This Administrative Assistant position supports a large third-party logistics operation by serving as the primary point of contact for the transportation team. The role focuses on checking drivers and shipments in and out, accurately entering shipment documentation into the warehouse management system, and coordinating with multiple departments to ensure smooth and efficient transportation operations. The successful candidate combines strong clerical experience with excellent communication, customer service, and attention to detail in a fast-paced logistics environment. Responsibilities

- Serve as the front-line administrative contact for the transportation team, acting as the face of the department for drivers and visitors.
- Check truck drivers and shipments in and out, ensuring all required information is collected and verified.
- Enter Bills of Lading (BOLs) and Proof of Deliveries (PODs) into the companys warehouse management system and internal database with a high level of accuracy.
- Communicate regularly with the shipping and receiving teams to identify, investigate, and resolve inventory discrepancies.
- Handle inbound and outbound phone calls from drivers requiring directions or updates and from customers inquiring about their deliveries.
- Direct callers to the appropriate person or department and provide assistance with issues related to damaged or lost shipments, following established procedures.
- Provide administrative support to multiple departments, including transportation and related logistics teams, to maintain efficient operations.
- Use Microsoft Office applications, including Outlook and Excel, to manage information, prepare basic reports, and support daily administrative tasks.
- Maintain accurate records and documentation to support transportation and warehouse activities.
- Work both independently and collaboratively with other departments, demonstrating strong teamwork and clear communication.
- Apply strong attention to detail to minimize errors, recognizing that mistakes can have significant financial impacts.
- Demonstrate initiative by identifying problems and contributing to practical solutions without constant supervision.

Essential Skills

- At least 1 year of clerical or administrative experience, preferably in a distribution or transportation environment.
- Strong command of the English language to communicate clearly with multiple departments and external stakeholders.
- Proven administrative support experience, including data entry and document handling.
- Customer service experience, particularly in a role that involves frequent interaction with drivers and customers.
- Proficiency with Microsoft Office, including Outlook and Excel.
- Ability to manage multiple tasks in a fast-paced logistics or transportation setting.
- Strong attention to detail and accuracy when handling documentation such as BOLs and PODs.
- Effective verbal and written communication skills to coordinate with 4 or more departments.
- Ability to work independently with minimal supervision while also contributing as part of a team.
- Comfort working in a transportation and logistics environment, including exposure to freight and trucking operations.

Additional Skills & Qualifications

- Previous experience in the freight or trucking industry.
- Knowledge of Truckmate or similar warehouse management systems.
- Experience working within less-than-truckload (LTL) or transportation operations.
- Demonstrated initiative and problem-solving skills, with the ability to handle issues independently.
- Strong organizational skills and the ability to prioritize tasks effectively.
- Excellent attention to detail, recognizing that errors can lead to significant financial costs.
- Comfort interacting with drivers, warehouse staff, and other frontline logistics personnel.
- A friendly, approachable demeanor and a good sense of humor, contributing positively to the team culture.
- Ability to adapt to a casual, blue-collar office environment and maintain professionalism in a busy terminal setting.
- Interest in long-term stability, including the opportunity to access benefits and pension when converted to a permanent role.

Work Environment The role is based in a front terminal office that supports a busy logistics and trucking operation. The standard shift runs from 2:00 p.m. to 10:30 p.m.
Job Type & Location
This is a Contract position based out of Calgary, AB.
Pay and Benefits
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.
Workplace Type
This is a fully onsite position in Calgary,AB.

À propos d'Aston Carter

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, lacquisition de talents, les achats, la chaine dapprovisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de lindustrie. 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 dun grand nombre dentreprises du classement Fortune 500. Nous sommes fiers davoir 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 légalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de lâge, de la couleur, de la religion, des origines nationales, du statut dancien combattant, dun handicap, de lorientation sexuelle, de lidentité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande daccommodement raisonnable, tel que la modification ou lajustement du processus de demande demploi ou dentrevue à cause dun handicap, veuillez envoyer un courriel à [email protected] pour connaître dautres options daccommodement.

Ordonnance sur légalité des chances de San Francisco:
Conformément à lOrdonnance sur légalité 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 lintelligence artificielle (IA):
Nous pouvons utiliser lintelligence artificielle (IA) pour soutenir certaines étapes de notre processus dembauche, notamment la recherche, la présélection et lévaluation des candidatures. LIA 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 laide doutils dIA.

About Aston Carter

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.