Administrative Assistant

Etna Shared Services • Grand Rapids, MI

2d

About The Position

Etna Supply is seeking an organized, detail-oriented Administrative Assistant to support Inter-Commerce Express (ICE), part of the Etna Supply family of businesses. The role provides administrative support and assists with fleet coordination, recordkeeping, department needs, and communication between drivers, HR, and internal teams. It is suited to someone who is comfortable in a fast-paced work environment and brings a dependable, helpful approach to supporting the team.

Inter-Commerce Express provides trucking and transportation services across 48 states. The position includes varied responsibilities in a fast-paced office environment, minimal travel, and rare evenings or Saturdays, with no Sunday hours.

Requirements

• High school diploma or equivalent.
• Strong organizational skills, attention to detail, and commitment to accuracy.
• Ability to manage competing priorities and follow through on tasks in a fast-paced office.
• Clear, professional communication and strong customer service skills.
• Proficiency with Microsoft Office and standard office equipment.
• Ability to work collaboratively with drivers, internal departments, and other business partners.
• Valid driver’s license and ability to pass a substance screening.

Nice To Haves

• Associate or bachelor’s degree.
• Three or more years of administrative experience.
• Familiarity with fleet management systems.
• Experience with fleet coordination or familiarity with Department of Transportation (DOT) requirements.

Responsibilities

• Provide a positive customer experience through professional communication, timely responses, and dependable follow-up.
• Answer department calls and assist with billing and quoting.
• Administer the company fuel card program and coordinate internal use of fleet vehicles.
• Maintain accurate records for vehicle inspections, maintenance, licensing, insurance, and applicable DOT, OSHA, and FMCSA requirements.
• Assist with vehicle claims, incident documentation, and follow-up.
• Help develop and maintain standard operating procedures and fleet policies.
• Coordinate with ICE drivers and HR to support time-off tracking and related communication.
• Provide general office support, including ordering supplies, scanning, filing, data entry, and preparing correspondence.
• Assist with reports, special projects, and other departmental needs.

Benefits

• Competitive compensation, including bonus opportunities.
• Medical, dental, vision, and life insurance.
• Short-term and long-term disability coverage.
• 401(k) retirement plan with company match.
• Work-life balance with rare evenings or Saturdays and no Sunday hours.
• Stability of an established company with more than 60 years of growth and success.
• Fast-paced work environment with varied responsibilities and minimal travel.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED