Administrative Assistant

Job Description

Job Description

Administrative Assistant – Facilities

Headquartered in Louisville, KY and ranked among the top carriers in the U.S., Mercer Transportation Co., Inc. (Mercer) has earned a reputation as one of the nation's leading owner operator companies. For over forty years, Mercer has built a family on the foundation of honesty, professional freedom, and experience.

As an Administrative Assistant in our Facilities Department, you’ll help keep departmental operations organized and running efficiently. You’ll coordinate requests and communications, maintain accurate records, support purchasing and scheduling, and follow assignments through to completion. This is an excellent opportunity for someone who is detail-oriented, enjoys helping others, and can manage multiple priorities.

What’s In It For You

• Competitive Pay

• Comprehensive Health Coverage – Mercer contributes over $7,500/year toward your health insurance

• Wellness Incentives – Qualify for our Wellness Rate and pay as little as $0/month for employee-only coverage

• Earn Extra Rewards – Receive up to $300/year in gift cards through wellness initiatives

• Generous Time Off – Paid Time Off plus company-paid holidays

• Company-Paid Protection – Life Insurance and Long-Term Disability included at no cost

• Optional Benefits – Dental, Vision, Flexible Spending Accounts, and Short-Term Disability

• Secure Your Future – 401(k) with company match

What You’ll Do

• 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.

Who You Are

• Highly organized, with the ability to manage multiple requests, establish priorities, maintain accurate records, and meet deadlines.

• A strong verbal and written communicator who interacts professionally with employees, contractors, drivers, vendors, and leadership.

• Able to work independently, exercise sound judgment, and follow assignments through to completion.

• Trusted to protect confidential and security-sensitive information.

• Proficient with Microsoft Office Suite or similar business software and comfortable learning access-control, purchasing, inventory, work-order, and other departmental systems.

• Familiar with processing invoices, maintaining purchasing records, or similar administrative bookkeeping functions.

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

Education Requirements

High School Diploma or GED/High School Equivalence Certificate.

Physical Requirements and Work Environment

This position involves sitting, standing, or walking for extended periods; operating office equipment; and lifting or moving materials weighing up to 25 pounds. Duties also include using a keyboard and mouse, operating equipment or controls, and reaching above shoulder height or below the waist to file documents or store materials.

Employees must be able to observe information and communicate effectively to perform assigned duties, with or without reasonable accommodation. Proper lifting techniques are required.

Compensation and Benefits

As a Mercer employee, you, your spouse and children, can use our free health care clinic at no cost to you!

Mercer offers competitive salaries and comprehensive benefits programs provided to all eligible employees; paid vacation, holidays and sick leave, medical/dental/vision insurance, life insurance, long & short-term disability, 401K Plan and voluntary optional dental/vision/short -term disability insurances.

May be subject to the following screening requirements: Drug Screen and Criminal Background Check.

Equal Employment Opportunity

We are an Equal Opportunity Employer. We are dedicated to a policy of non-discrimination in employment on the basis of race, color, religion, sex, sexual orientation, national origin, disability, or status as a protected veteran.