Terminal Office Administrator – Rail & Logistics

TERMINAL OFFICE ADMINISTRATOR Portsmouth, Virginia Terminal Company: United States Rail and Logistics (USRL) Location: Portsmouth, VA Department: Terminal Operations Position Type: Full-Time Reports To: Terminal Manager Position Summary United States Rail and Logistics (USRL) is seeking a dependable and organized Terminal Office Administrator to support daily operations at our Portsmouth, Virginia terminal. This position will work primarily from the yard office and will be responsible for coordinating and maintaining the paperwork and administrative functions associated with inbound and outbound truck traffic, rail terminal operations, shipments, and customers. The ideal candidate is someone who is organized, detail-oriented, comfortable working around an industrial/rail terminal environment, and able to communicate effectively with truck drivers, customers, terminal employees, and management. This is a hands-on terminal support position where accuracy and communication are critical to keeping the operation moving. Key Responsibilities Truck & Terminal Administration Check in and check out inbound and outbound truck drivers. Process truck arrival and departure information. Maintain accurate records of truck movements, loads, deliveries, and shipments. Verify shipping, receiving, delivery, and load documentation. Prepare and distribute paperwork required for inbound and outbound shipments. Coordinate with drivers regarding loading/unloading instructions and documentation. Communicate with customers, trucking companies, and terminal personnel regarding shipment status and paperwork. Monitor truck activity and communicate operational information to terminal personnel. Maintain organized records of daily terminal activity. Documentation & Data Entry Enter daily operational information into company systems and spreadsheets. Review paperwork for accuracy, completeness, and required signatures. Maintain bills of lading, delivery receipts, shipping documents, tickets, and other terminal records. Scan, file, and electronically organize terminal documentation. Assist with maintaining accurate inventory and shipment records. Prepare daily, weekly, and monthly operational reports as requested. Identify missing or incorrect paperwork and follow up with the appropriate personnel. Office & Operations Support Serve as the primary administrative point of contact from the yard office. Answer phones, emails, and operational inquiries. Assist terminal management with administrative tasks. Maintain office supplies and general organization of the yard office. Assist with scheduling and coordinating truck activity when necessary. Communicate delays, issues, or changes to the appropriate terminal personnel. Maintain confidentiality of company and customer information. Perform other administrative and operational duties as assigned. Qualifications Required: High school diploma or equivalent. Strong organizational and communication skills. Basic computer proficiency, including Microsoft Excel, Word, and Outlook. Ability to accurately enter and maintain information. Strong attention to detail. Ability to communicate professionally with drivers, customers, vendors, and employees. Ability to work independently and prioritize multiple tasks. Reliable attendance and punctuality. Ability to work in an active industrial/rail terminal environment. Preferred Previous experience in transportation, trucking, railroad, logistics, warehousing, manufacturing, or terminal operations. Experience with bills of lading, shipping documents, delivery tickets, or freight documentation. Previous office administration or operations clerk experience. Familiarity with rail terminal operations. WORK ENVIRONMENT This position is primarily based in the yard office at an active rail and transloading terminal. The employee will regularly interact with truck drivers, terminal employees, railroad personnel, customers, and vendors. Occasional movement outside of the office may be requi…

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