Administrative Assistant

Job summary

The Administrative Coordinator supports shipping and logistics operations by processing shipping documents, scheduling delivery appointments, and maintaining accurate records. They also provide professional customer service by handling inquiries and collaborating with multiple departments to ensure operational efficiency.

Job details

Job Title: Administrative Coordinator Job Description The Administrative Coordinator plays a key role in supporting shipping and logistics operations by accurately processing and verifying shipping documents, delivering high-quality customer service, scheduling delivery appointments, and performing a variety of clerical and administrative tasks. This position requires strong attention to detail, excellent communication skills, and the ability to thrive in a fast-paced, high-transaction environment while collaborating with multiple departments to ensure an exceptional customer experience. Responsibilities Process, audit, and verify shipping documents for accuracy, correcting discrepancies and reporting issues to the supervisor as needed. Understand Federal Transportation Compliance documentation and promptly identify, react to, and report non-compliance situations. Make outbound telephone calls and send emails to centralized customer service to coordinate and resolve shipment-related inquiries. Book delivery appointments via phone and email, ensuring accurate information and timely scheduling. Bill accessorial and additional fees as required, maintaining accurate records and documentation. Maintain group email inboxes, monitor incoming messages, and respond or redirect inquiries in a timely manner. Answer queue calls when required and provide professional, customer-focused support to internal and external stakeholders. Receive calls from drivers who are unable to deliver freight for specific reasons, log details, and record comments in the appropriate systems or PROs. Perform general administrative tasks such as scanning, photocopying, and faxing documents to support daily operations. Pull and prepare reports and other documentation as requested to support operational and customer service needs. Collaborate with colleagues across multiple departments to meet shared objectives and support smooth transportation and logistics operations. Demonstrate strong customer focus by building relationships and delivering customer-centric solutions. Hold yourself accountable to meet commitments and consistently drive for results, even under challenging circumstances. Contribute to a positive and engaging work climate where people are motivated to perform at their best. Work effectively with minimal supervision while meeting deadlines in a high-volume, fast-paced environment. Essential Skills Minimum of 1+ year of clerical or administrative experience, preferably within distribution or transportation. Strong command of the English language, with advanced communication skills to interact with multiple departments. Proficiency with Microsoft Office products, including Word and Excel. Experience with data entry and general administration in a high-transaction environment. Customer service experience, ideally within transportation, logistics, or operational settings. Ability to work to deadlines in a fast-paced, high-volume environment. Strong attention to detail and accuracy when handling shipping documents and billing information. Ability to work effectively in a team environment while also being able to work with little supervision. Comfort communicating across 4+ departments and coordinating with warehouse and Proof of Delivery processes. Additional Skills & Qualifications Minimum of secondary education, with preference for post-secondary education (completed or currently enrolled), or an equivalent combination of education and experience. Previous transportation or operational experience is preferred; experience in various roles within transportation and customer service is beneficial. Experience with AS400 is considered an asset but is not required. Background in logistics, freight, or warehouse-related environments is advantageous. Demonstrated resilience and ability to rebound from setbacks and adversity when facing difficult situations. Ability to build strong customer relationships and deliver customer-centric solutions. Capacity to collaborate effectively, build partnerships, and work with others to meet shared objectives. Willingness to step up to address difficult issues and communicate openly when something needs to be said. Motivation to grow into a permanent role with long-term career development opportunities. Work Environment This role is based in a busy transportation terminal that is among the fastest-growing in Canada and is experiencing steady growth year over year. The work schedule runs Monday to Friday, from 9:00 a.m. to 5:30 p.m., and the location is accessible by public transit. The culture emphasizes safety, sustainability, and family-oriented values, with a strong focus on authenticity, commitment, caring, trust, and enthusiasm. Employees benefit from a stable, long-term employment setting, an open-door policy with leadership, and frequent social events that foster a friendly, family feel. There is a clear goal of transitioning successful team members into permanent roles, which can provide access to a pension plan and ongoing career growth within a large North American transportation and logistics organization. We reserve the right to pay above or below the posted wage based on factors unrelated to sex, race, or any other protected classification. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. This temporary role may be eligible for the following: Medical, dental & vision RRSP Insurance (Basic/Supplemental Life & AD&D) Short and long-term disability Transportation benefits Employee Assistance Program Time off/Leave (PTO, Vacation, or Sick Leave) Job Type & Location This is a Contract position based out of Kelowna, BC. Pay and Benefits The pay range for this position is $22.00 - $22.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Workplace Type This is a fully onsite position in Kelowna,BC. À propos d'Aston Carter Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated. Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi. Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à [email protected] pour connaître d’autres options d’accommodement. Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels. Utilisation de l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

What you’ll do

The Administrative Coordinator supports shipping and logistics operations by processing shipping documents, scheduling delivery appointments, and maintaining accurate records. They also provide professional customer service by handling inquiries and collaborating with multiple departments to ensure operational efficiency.

Requirements

Candidates must have at least one year of clerical or administrative experience, preferably in distribution or transportation. Proficiency in Microsoft Office and strong communication skills are required to manage high-volume transactions and meet strict deadlines.

Benefits

• Medical • Dental • Vision • RRSP • Life Insurance • AD&D • Short-term disability • Long-term disability • Transportation benefits • Employee Assistance Program • Paid time off • Vacation • Sick leave

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Logistics Operations · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Microsoft Office · Preferred
• Team Collaboration · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Billing · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Shipping documentation
• Logistics operations
• Customer service
• Data entry
• Microsoft Office
• Word
• Excel
• Communication skills
• Attention to detail
• Scheduling
• Billing
• Administrative support
• Transportation compliance
• Problem solving
• Time management
• Team collaboration
• Report Writing
• Supply Chain
• Ability To Meet Deadlines
• Resilience
• Shipping Documents
• Administrative Functions
• Microsoft Excel
• Accounting
• Artificial Intelligence
• Auditing
• Clerical Works
• Customer Service
• Communication
• Procurement
• Data Entry
• English Language
• Finance
• Warehousing
• Leadership
• Operations
• Public Transport
• Coordinating
• Reliability
• Enthusiasm
• Detail Oriented

Job areas

• Logistics
• Administrative
• Transportation
• Customer Service & Support
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive