Administrative Assistant

MERCER TRANSPORTATION•Louisville, KY

34d•$0 - $17

About The Position

The Administrative Assistant in Mercer Transportation’s Facilities Department helps keep departmental operations organized and running efficiently. The role coordinates requests and communications, maintains accurate records, supports purchasing and scheduling, and follows assignments through to completion. The Administrative Assistant serves as a primary administrative contact for employees, contractors, drivers, vendors, and other departments contacting Facilities, and supports Facilities leadership and personnel with daily administrative activities. The position also supports vendor coordination, invoice and purchasing documentation, inventory and supplies, building access records, security monitoring, parking records, and preparation of departmental materials. The role identifies opportunities to improve administrative processes, organization, recordkeeping, and communication, and performs other related duties as assigned.

Requirements

High School Diploma or GED/High School Equivalence Certificate.
Highly organized, with the ability to manage multiple requests, establish priorities, maintain accurate records, and meet deadlines.
Strong verbal and written communication skills and the ability to interact professionally with employees, contractors, drivers, vendors, and leadership.
Ability to work independently, exercise sound judgment, and follow assignments through to completion.
Ability to protect confidential and security-sensitive information.
Proficiency with Microsoft Office Suite or similar business software, and comfort learning access-control, purchasing, inventory, work-order, and other departmental systems.
Familiarity with processing invoices, maintaining purchasing records, or similar administrative bookkeeping functions.
Ability to sit, stand, or walk for extended periods; operate office equipment; and lift or move materials weighing up to 25 pounds.
Ability to use a keyboard and mouse, operate equipment or controls, and reach above shoulder height or below the waist to file documents or store materials.
Ability to observe information and communicate effectively to perform assigned duties, with or without reasonable accommodation; proper lifting techniques are required.

Nice To Haves

At least three years of administrative, office coordination, facilities support, or related experience.
Trucking industry experience is a plus.

Responsibilities

Serve as the primary administrative point of contact for employees, contractors, drivers, vendors, and other departments contacting Facilities.
Receive, prioritize, assign, and track facilities requests, following up to help ensure timely completion.
Coordinate schedules, meetings, training, communications, and daily administrative activities for Facilities leadership and department personnel.
Communicate assignments and information by telephone, email, company radio, and other departmental systems.
Maintain organized electronic and paper records, including vendor information, service records, invoices, purchases, inventory, and other departmental documentation.
Coordinate vendor service visits, maintain vendor records, and communicate service needs or concerns to Facilities leadership.
Process invoices and purchase documentation, assign accounting codes as directed, and assist with budget and expense tracking.
Order office, maintenance, and operational supplies; monitor inventory; and assist with receiving, issuing, and documenting equipment and materials.
Create identification and building access cards, update access permissions as authorized, and maintain appropriate records.
Monitor facility and parking-lot camera systems and promptly report security or safety concerns according to established procedures.
Maintain onsite bobtail parking records and assist with parking-related needs.
Prepare correspondence, reports, spreadsheets, schedules, and other departmental materials.
Identify ways to improve administrative processes, organization, recordkeeping, and communication.
Perform other related duties as assigned.

Benefits

Competitive pay and salaries.
Mercer contributes over $7,500 per year toward health insurance.
Wellness Rate eligibility may reduce employee-only health coverage costs to as little as $0 per month.
Up to $300 per year in gift cards through wellness initiatives.
Paid time off, paid vacation, paid holidays, and sick leave.
Company-paid life insurance and long-term disability coverage.
Medical, dental, and vision insurance.
Flexible Spending Accounts.
Short-term disability coverage, including optional coverage.
401(k) plan with company match.
Free health care clinic access for the employee, spouse, and children.