Freight Administrative Assistant

Job Summary We are seeking a proactive and detail-oriented Freight Administrative Assistant to join our dynamic logistics team. In this vital role, you will provide essential administrative support to ensure smooth freight operations, coordinate communication between departments, and maintain accurate records. Your organizational skills and ability to handle multiple tasks efficiently will contribute significantly to our operational success. This paid position offers an excellent opportunity for individuals with office management, clerical experience, and strong computer literacy to thrive in a fast-paced environment. Responsibilities Manage incoming and outgoing freight documentation, ensuring accuracy and completeness Check Calls: Make high-volume daily check calls (40–50+ calls/day) to truck drivers and carriers to verify shipment status, current location, pickup/delivery ETA, and potential transit delays. Data Entry: Input and update load details, transit milestones, appointment times, and carrier data accurately into the company's TMS or database. Exception Tracking: Document and flag any shipping delays, accidents, or route deviations, and immediately notify logistics coordinators or dispatchers. Documentation Management: Process, scan, and file shipping documents such as Bills of Lading (BOLs), Proof of Delivery (PODs), and carrier rate confirmations. Customer & Carrier Communication: Answer incoming phone and email inquiries from shippers, brokers, and carriers in a professional, friendly manner. Administrative Support: Assist the office manager and logistics team with basic reporting, filing, and general office duties as assigned. Create loads in TMS Software Coordinate with carriers, vendors, and internal teams to schedule shipments and deliveries Handle multi-line phone systems, directing calls professionally and efficiently Support front desk operations by greeting visitors, managing visitor logs, and providing excellent customer service Enter data accurately into spreadsheets and TMS databases, ensuring timely updates and retrievals Manage calendar appointments for freight schedules and related meetings Handle confidential information with discretion and professionalism Provide general office support including proofreading documents, managing emails, and supporting clerical tasks Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and computer literacy Strong organizational skills with the ability to prioritize tasks effectively Excellent phone communication skills with proper phone etiquette Data entry accuracy combined with proofreading skills for document review Customer service orientation with the ability to handle client inquiries professionally Strong phone etiquette and clear, confident verbal communication skills for frequent calling. High attention to detail and strong typing/data entry accuracy. Ability to multitask and thrive in a fast-paced, high-pressure environment. High School Diploma or GED equivalent. 1+ years of experience in an office, logistics, or administrative support role. Join us in a role that keeps our freight operations running smoothly while providing you with opportunities to develop your administrative expertise in a vibrant team environment! Pay: $17.00 - $19.00 per hour Expected hours: 40.0 per week Benefits: Dental insurance Health insurance Paid time off Vision insurance Work Location: In person

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