Administrative Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Deliver daily administrative assistance to logistics, operations, and management teams.

• Keep electronic files, records, spreadsheets, and correspondence well-organized.

• Create documents, reports, forms, and routine communications.

• Accurately enter and update information in company systems.

• Oversee shared inboxes and direct requests to the correct team member.

• Support general office and operational projects.

• Maintain records for shipments, carriers, drivers, customers, and vendors.

• Update shipment details and statuses in relevant systems.

• Organize and prepare bills of lading, delivery confirmations, invoices, and related paperwork.

• Monitor outstanding paperwork and follow up on any missing documentation.

• Assist in scheduling meetings, calls, pickups, deliveries, and other operational appointments.

• Maintain calendars and scheduling spreadsheets.

• Coordinate availability among customers, carriers, drivers, warehouses, and internal staff.

• Address routine inquiries from customers and carriers via phone and email.

• Provide fundamental administrative information regarding shipment status and documentation.

• Record significant communications and follow-up requirements.

• Maintain spreadsheets and administrative databases.

• Generate routine daily, weekly, and monthly reports.

• Review records for any missing or inconsistent information.

• Organize invoices from vendors and carriers along with supporting documents.

• Track invoice statuses and missing paperwork.

• Arrange contracts, carrier documents, customer records, shipment paperwork, and other business files.

• Scan, upload, rename, and categorize electronic documents.

• Assist with documentation required for internal reviews or audits.

• Safeguard confidential business and customer information.

• Help monitor open issues, pending shipments, documentation, and follow-up items.

• Facilitate information sharing between departments.

• Assist with operational checklists and process improvement initiatives.

⛳️ Requirements

• High school diploma or equivalent.

• 1–2 years of experience in administrative support, office administration, customer service, logistics, transportation, or a related field.

• Strong organizational and multitasking capabilities.

• Exceptional written and verbal communication skills.

• Keen attention to detail and accuracy in data handling.

• Proficient in Microsoft Office, Google Workspace, spreadsheets, email, and standard computer systems.

• Ability to manage deadlines and recurring administrative responsibilities.

• Strong follow-up and problem-solving skills.

• Capability to work independently in a remote or hybrid setting.

• Preferred: Associate's or Bachelor's degree in Business Administration, Logistics, Supply Chain Management, or a related field.

• Preferred: Prior experience with logistics, freight, transportation, distribution, or trucking companies.

• Preferred: Familiarity with transportation management or dispatch systems.

• Preferred: Experience in handling invoices, shipment documentation, or carrier records.

• Preferred: Previous remote administrative experience.

🏝️ Benefits

• Remote / hybrid work flexibility.

• Competitive compensation.

• Paid time off and company holidays.

• Medical, dental, and vision benefits where eligible.

• Retirement savings options.

• Paid onboarding and role-specific training.

• Professional development opportunities.

• Supportive logistics and operations work environment.

• Opportunities for career advancement.