Terminal Clerk

Terminal Clerk

The Terminal Clerk provides administrative and operational support to ensure the smooth daily functioning of terminal operations. This role is responsible for maintaining accurate records, assisting with driver paperwork, coordinating with dispatch, and supporting the Terminal Manager in scheduling, compliance tracking, and customer service. The ideal candidate is detail-oriented, organized, and able to work in a fast-paced environment while ensuring tasks are completed accurately and on time.

Summary of Essential Job Functions

Administrative Support

• Process and file driver paperwork, including trip reports, logs, receipts, and maintenance documents.
• Enter and update data in terminal and transportation systems to ensure accurate recordkeeping.
• Assist with scheduling appointments, meetings, and trailer movements.
• Maintain and organize physical and electronic files for compliance, equipment, and personnel.

Driver & Dispatch Coordination

• Communicate with drivers regarding daily assignments, paperwork needs, and schedule updates.
• Support dispatch operations by tracking loads, trailer availability, and daily activity.
• Serve as a point of contact for driver inquiries and assist with onboarding documentation and orientation materials.

Compliance & Reporting

• Assist with compiling reports related to DOT compliance, equipment status, and terminal activity.
• Monitor deadlines for log submissions, vehicle inspections, and regulatory documentation.
• Ensure adherence to safety protocols and flag incomplete or missing documentation for follow-up.

Facility & Operations Support

• Maintain office supplies, safety forms, and terminal paperwork inventory.
• Support the Terminal Manager with general office duties and special projects as assigned.
• Help coordinate vendor deliveries, supply orders, and internal communications.

Core Competencies

Morality & Integrity

• Maintains confidentiality and handles sensitive data appropriately.
• Demonstrates professionalism and ethical conduct in all responsibilities.

Accountability & Ownership

• Takes responsibility for the accuracy and timeliness of assigned tasks.
• Follows through on administrative duties and assists proactively.

Team Management & Collaboration

• Supports terminal staff, drivers, and leadership with day-to-day needs.
• Collaborates effectively to meet operational goals.

Execution

• Completes tasks efficiently with minimal errors.
• Maintains focus and organization in a fast-paced environment.

Influence

• Promotes a dependable and professional front-line image to internal and external partners.
• Supports team morale and workflow through timely assistance.

Connection & Belonging

• Contributes to a positive, respectful terminal culture.
• Supports coworkers and drivers with courtesy and reliability.

Business Acumen

• Understands the importance of accurate records and paperwork in transportation operations.
• Helps maintain smooth day-to-day operations through strong administrative support.

Strategic Thinking & Problem Solving

• Identifies errors, delays, or issues and communicates solutions or escalates appropriately.
• Applies sound judgment to prioritize and manage multiple responsibilities.

Requirements

Required Skills and Qualifications

• 12 years of administrative or terminal operations experience preferred.
• Strong attention to detail, organization, and time management skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with TMS or fleet software is a plus.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and support multiple team members.
• Reliable, dependable, and comfortable working in a transportation or industrial environment.

Abilities Required

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential job functions.

While performing the responsibilities, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.