Administrative Specialist

The Administrative Specialist supports the daily administrative and accounting operations of Northwest Beef Express, a cattle and commodity hauling business. This role is responsible for reviewing and reconciling trip sheets and tickets, entering commodity hauling data, processing driver pay entries, reconciling vendor invoices, and generating operational reports. The position requires a detail-oriented individual with solid accounting and administrative skills, a collaborative approach, and the flexibility to adapt to changing needs within the company. This position is based in Northwest Beef Express’s Hermiston, Oregon office and operates in a professional office environment during regular business hours (Monday–Friday, 8:00 AM–5:00 PM). The role involves daily coordination with the Fleet Manager, drivers, processing plants, and the corporate finance team. Key Responsibilities Trip Sheet & Ticket Reconciliation Review and reconcile trip sheets and tickets, confirming ticket number, origin, destination, product, and driver/truck information are accurate. Communicate with the Fleet Manager on errors or missing information for input and billing. Communicate with processing plants to resolve ticket discrepancies or missing tickets. Data Entry & Commodity Tracking Enter commodity tickets (WDG, potato, grain, and others) into the ticket system, cross-checking entries for accuracy. Resolve discrepancies between suppliers and destinations. Enter driver extra hours and incentive pay in the ticket system, ensuring entries are correct. Reporting Prepare and generate daily, weekly, and monthly reports related to tonnage and assets. Accounts Payable & Inventory Reconcile vendor invoices to statements, verify coding, and submit for approval and payment processing. Assist with month-end parts and tire inventory. Compliance & Administration Maintain and thoroughly review Driver Vehicle Inspection Reports (DVIRs) to ensure compliance and accuracy. Answer incoming calls and forward to the appropriate department. File necessary records and paperwork. Cross-train on other administrative tasks as necessary to support team functions. Perform other duties as assigned. Other Responsibilities Attention to Detail: Ensures accuracy in ticket entry, trip sheet reconciliation, and driver pay processing across high daily volume. Reliability: Delivers consistent, timely work that fleet operations and finance teams depend on daily. Problem Solving: Identifies and resolves ticket discrepancies with processing plants, drivers, and internal teams. Adaptability: Adjusts to shifting priorities and cross-trains on new tasks to support the broader team. Collaboration: Communicates effectively with fleet management, drivers, vendors, and the corporate finance team. This position description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Northwest Beef Express is an at-will employer, and this document does not constitute a contract of employment. Qualifications Prior experience in administrative, accounting, or transportation-related roles preferred. Attention to detail and accurate data entry skills. Proficiency in Microsoft Word and Excel; willingness to learn the accounting system. Capability and willingness to analyze and solve problems. Dependable, trustworthy, and punctual. Strong organizational and communication skills. Self‑motivated, task‑oriented, and flexible in adapting to changing priorities. Ability to work closely with team members to achieve desired outcomes. #J-18808-Ljbffr