Fleet Administrative Assistant

Job Title

This position is responsible for processing paperwork required for the shipment of trailers both domestically and internationally. Ensures that paperwork is completed accurately and follows transportation and export laws. Provides coordination and administrative support to the Logistics Department and reports directly to the Logistics Manager.

Functions and Responsibilities:

• Coordinates delivery of products with dealers to ensure excellent customer service.
• Prepares warranties, invoices, and NVIS/certificates of origins for scheduled loads.
• Sends invoicing and payment terms for each shipment to dealers prior to delivery.
• Invoices trailers and parts in the Genius system when they ship.
• Assigns VINs to trailers that have been scheduled for production.
• Submits financing requests to required companies for pre-approval prior to load shipments.
• Effectively communicates with Logistics Manager, shipping crew, and sales team.
• Instructs drivers on documentation and responsibilities related to deliveries.
• Performs other administrative duties as assigned such as filing, scanning, and copying.
• Answers overflow incoming calls.
• Performs other administrative duties as assigned, such as front desk, filing, scanning, and copying.
• Assists office personnel with administrative tasks.

Desired Education/Experience:

• Proficiency in Microsoft Office required, and accounting system experience preferred.
• Two years transportation/logistics or customer service experience preferred, but not required.

Knowledge, Skills, and Abilities:

• Problem solvingthe individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully.
• Customer servicethe individual manages difficult client/customer situations, responds promptly to customer needs, solicits customer feedback to improve service, responds to requests for service and assistance, and meets commitments.
• Planning/organizingthe individual prioritizes and plans work activities and uses time efficiently.
• Quality controlthe individual demonstrates accuracy and thoroughness, monitors own work to ensure quality, and applies feedback to improve performance.
• Quantitymeets productivity standards and completes work in a timely manner.
• Adaptabilitythe individual adapts to changes in the work environment, manages competing demands, and can deal with frequent change, delays, or unexpected events.
• Dependabilitythe individual is consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Safety and securitythe individual observes safety and security procedures and uses equipment and materials properly.

Expectations:

• Completes all documentation for next-day shipments by the end of each day.
• Informs Logistics Manager and Sales Manager when accounts are overdue.

Why Join Our Team?

• Benefits effective 1st of the month following 30 days of employment.
• Medical, Dental, Vision
• Company-paid employee life insurance
• 401k matching- vested immediately with a company match up to 4%
• 80 hours of holiday pay
• Paid Time Off

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

Disclaimer: This job description is only a summary of the typical functions of the job and not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The company reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.