Administrative Coordinator

Day & Ross•City of Saint John, NB

13d•Onsite

About The Position

The Administrative Coordinator supports the business by coordinating the full range of administrative processes at the terminal in order to ensure the timely and accurate delivery of freight to the end customer. You will be a positive representative of our organization by demonstrating professionalism, and appropriate urgency. You will work closely with various internal and external contacts to effectively and efficiently respond to customer inquiries and requests.

Requirements

Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience.
Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial.
Communication skills - advanced
Computer skills – accuracy, MS products, AS400, web based programs
Demonstrated customer relationship skills
Strong conflict resolution skills
Able to work deadlines in high transactional environment
Ability to champion business needs in a collaborative manner to colleagues.
Results focused

Responsibilities

Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner.
Establish and maintain files and records.
Answer phone calls and email enquiries and relay calls and messages to appropriate managers and employees; attend meetings, take notes, and follow up on decisions within area of responsibility.
Order office supplies and maintain inventory for the terminal.
Welcome clients; ascertain nature of business and direct clients to appropriate managers and employees.
Redirect documents intra- and inter-terminal as well as to customers as needed.
Manifest and arrange appointments via fax, email, and telephone. Call customers regarding appointment change, status, rescheduling, and issues regarding appointment. Schedule driver appointments. Update system with appointment information.
Prepare manifests for trucks crossing from Canada to US border and vice versa.
Verify the weight for all LTL loads, load trailers, ensuring that the number of boxes/ shipments, weight and dangerous goods information is correct and complete.
Input pick up BOL’s and update POD’s. Upload and edit EDI files. Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are present.
Track and update system information on shipments for agent delivery.
Assist drivers with preliminary paperwork information such a bill of lading, trip envelops and border crossing procedures.
Broker payroll processing including the inputting of City Drivers payroll in the terminal; confirmation of information provided by brokers and data entry for the terminal; providing brokers with invoice copies; and fielding inquiries as to payroll discrepancies.
Reporting: POD reports – following up on PODs Make sure PODs are imaged. Missed appointment report following up with customers if freight not delivering.
Mentor and train office staff in procedures and in use of current software.
Dispatch some night runs/shifts.
Other related duties as may be required.