Job Title: Administrative Assistant (Transportation)
Job Description: The Administrative Assistant provides front-line support to customers and internal teams by accurately entering pickup requests, coordinating out-of-town shipments, and handling day-to-day administrative tasks. This role focuses on customer service, data entry, report creation, and communication with carriers and terminals to ensure efficient transportation operations and timely resolution of customer inquiries.
Responsibilities
- Enter customer pickup requests received via phone calls and emails into the appropriate systems with a high level of accuracy.
- Set up out-of-town pickups with carriers and conduct follow-ups to confirm scheduling, status, and completion of shipments.
- Respond to customer inquiries by phone and email, providing clear, timely, and professional communication.
- Handle customer issues by coordinating with dispatch and other internal departments to resolve concerns and ensure service quality.
- Liaise with terminals and carriers to confirm orders, clarify details, and support smooth transportation operations.
- Perform general administrative duties, including proof of delivery (POD) processing and imaging or scanning documents into the system.
- Enter payroll data and productivity information into tracking systems and ensure records are complete and accurate.
- Create, update, and use spreadsheet-based reports on a daily basis to support operational tracking and performance monitoring.
- Maintain organized records and documentation to support audits, reporting, and day-to-day business needs.
- Work independently with minimal supervision while managing multiple tasks and priorities in a fast-paced environment.
- Collaborate with colleagues in the office to support a cohesive and efficient team environment.
Essential Skills
- Working knowledge of Microsoft Outlook for managing emails and calendar communications.
- Working knowledge of Microsoft Word for creating and editing documents.
- Beginner-level proficiency in Microsoft Excel for creating and maintaining basic spreadsheets and reports.
- At least 1 year of customer service experience in a professional setting.
- Ability to communicate clearly and professionally with customers and internal teams by phone and email.
- Strong attention to detail when entering data, preparing reports, and managing documentation.
- Excellent verbal and written communication skills.
- Strong interpersonal skills to build positive relationships with customers, carriers, and colleagues.
- Ability to work independently with minimal supervision while meeting deadlines and quality standards.
- Positive attitude combined with effective problem-solving skills to address customer and operational issues.
Additional Skills & Qualifications
- Experience in the transportation or logistics industry is an asset.
- Familiarity with TruckMate software is an asset.
- Experience using TruckMate or similar transportation management systems is preferred.
- Ability to create and maintain spreadsheet reports for daily operational use.
- Demonstrated ability to manage multiple tasks and follow up with carriers and terminals.
- Strong organizational skills to handle documentation, PODs, and imaging efficiently.
- Interest in long-term growth opportunities within an organization that promotes from within and offers career advancement across multiple related businesses.
Work Environment
This is an in-office position with working hours from approximately 8:00 a.m. to 4:30 p.m. The role is based in a location that is not easily accessible by public transit, so reliable transportation is recommended. You will work in a small office environment with about eight colleagues, fostering close collaboration and direct communication. The work involves regular use of computers and office software such as Outlook, Word, Excel, and transportation-related systems like TruckMate. The environment is professional and focused on customer service and operational efficiency, with opportunities for growth and internal promotion across related companies.
Job Type & LocationThis is a Contract to Hire position based out of Calgary, AB.
Pay and BenefitsThe 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.
Job Type & LocationThis is a Contract to Hire position based out of Calgary, AB.
Workplace TypeThis 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 astoncarteraccommodation@astoncarter.com 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 astoncarteraccommodation@astoncarter.com 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.
