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administrative coordinator

Posted on December 02, 2024 by Employer details Day & Ross

Job details

*You belong at Day & Ross. * Administrative Coordinator Full-time Moncton, NB Hours: Monday - Friday 2pm - 10pm The Administrative Coordinator is responsible for manifesting, scanning, POD?ing and related duties for The Day & Ross Transportation Group. The purpose of this role is to support the business by looking after the administrative processes for the terminal. How You?ll Help: * Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner * Broker payroll processing including the inputting of City Drivers payroll in the terminal; confirmation of information provided by brokers and data entry for the terminal; providing brokers with invoice copies; and fielding inquiries as to payroll discrepancies. * Welcome clients; ascertain nature of business and direct clients to appropriate managers and employees * Schedule driver appointments. * Send appointment requests via fax, email, and telephone. Update system with appointment information. Manifest and arrange appointments. * Input pick up BOL?s and update POD?s. * Pick-up Bills and POD?s: Enter bills and POD?s. Upload and edit EDI files. Ensure COD and cash shipment payments are received before tendering to agents. * Agent Freight: Tracking and updating system information on shipments for agent delivery. * Reports: POD reports ? following up on PODs Make sure PODs are imaged. Missed appointment report following up with customers if freight not delivering. * Call customers regarding appointment change, status, issues regarding appointment. * Log customer interaction consistently and accurately in AS400. * Redirect documents intra- and inter-terminal as well as to customers as needed * Answer phone calls and email enquiries and relay calls and messages to appropriate managers and employees * Attend meetings, take notes, and follow up on decisions within area of responsibility * Order office supplies and maintain inventory for the terminal * Create manifests, verify the weight for all LTL loads, load trailers, ensuring that the number of boxes/ shipments, weight and dangerous goods information is correct and complete * Prepare manifests for trucks crossing from Canada to US border and vice versa * Assist drivers with preliminary paperwork information such a bill of lading, trip envelops and border crossing procedures * Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are present * Gather, enter, and update data to maintain software database on daily basis as appropriate, establishs and maintain files and records * Ensure that correct information about missed pickups and deliveries is rescheduled * Mentor and train office staff in procedures and in use of current software * Assist with data entry * Dispatch some night runs/shifts, and extend vacation coverage for dispatch *Your Skills and Experience: * * Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience. * Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial * Computer literate in Excel and Word * Equipment knowledge is an asset * Strong problem solving skills with the ability to implement proactive solutions to support operational demands and efficiencies * Results focused * Exceptional interpersonal and leadership skils to manage demands and resolve issues with drivers, coworkers, etc. * Must have a strong sense of urgency * Good communication skills * Must be able to work under a flexible work schedule * Must be a hands on operator, trainer, coach and mentor * Must be able to build and maintain relationships *About Day & Ross* From a single truckload of potatoes in the 1950s to a fleet of thousands, Day & Ross has grown to become one of the largest transpo