Administrative Assistant

At ET Transport, it is our mission to provide customers with reliable transportation solutions custom-tailored to their unique needs. ET Transport has two main terminals with warehousing facilities and two additional drop-yards.

Position Description

Reporting to the Operations Manager, the Administrative Assistant provides day-to-day administrative and clerical support to the operations team and the office as a whole. The Administrative Assistant is often the first point of contact for visitors, callers, drivers and customers, and plays a key role in keeping the office organized and running smoothly.

The ideal individual is organized, dependable and detail-oriented, with strong communication skills and a positive, team-focused attitude. They are comfortable in a fast-moving, results-oriented environment and can balance multiple tasks and changing priorities throughout the day.

The Administrative Assistant will be able to work independently on routine tasks, take direction well on new assignments, and handle confidential information with discretion.

Key Responsibilities

• Answers and directs incoming phone calls and emails; greets visitors, drivers and customers in a professional and friendly manner.
• Provides general administrative support to the operations team, including data entry, filing, scanning, photocopying and maintaining organized paper and electronic records.
• Schedules meetings and appointments, books meeting rooms, and maintains shared calendars as required.
• Prepares, formats and proofreads correspondence, memos, reports, spreadsheets and presentations.
• Assists with processing and tracking documents such as bills of lading, proof-of-delivery, invoices, purchase orders and expense reports.
• Maintains and updates driver, equipment and customer files, ensuring records are complete, accurate and up to date.
• Orders and monitors office supplies; coordinates with vendors for office equipment, maintenance and services.
• Receives, sorts and distributes incoming mail and couriers; prepares outgoing shipments.
• Supports internal departments (dispatch, safety, accounting and HR) with administrative tasks as needed.
• Assists with coordinating company meetings, training sessions and events, including taking and distributing meeting minutes.
• Follows up on outstanding items and escalates issues to the appropriate person in a timely manner.
• Maintains discretion and confidentiality in all matters.
• Other administrative duties as required.

Qualifications, Experience and Key Skills

• High school diploma required; college diploma or certificate in Office Administration or a related field is an asset.
• 1 or more years of experience in an administrative, clerical or reception role.
• Strong organizational skills with the ability to prioritize and manage multiple tasks with excellent attention to detail.
• Professional and courteous phone and email manner.
• Strong interpersonal skills and the ability to work well with drivers, customers, vendors and coworkers.
• Proficiency with the Microsoft Office Suite (Word, Excel, Outlook; PowerPoint an asset).
• Accurate data entry and typing skills.
• Ability to draft clear emails, letters, memos and meeting minutes.
• Adaptability to changing priorities and the ability to meet deadlines.
• Ability to work independently with minimal supervision, as well as part of a team.
• Ability to handle confidential information with discretion.
• Experience in the transportation or logistics industry is an asset; cross-border transportation experience is a plus.

Equal Employment Opportunity

ET Transport strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by provincial or federal law.

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