Administrative Assistant

Administrative Assistant

Mamba Logistics is seeking an organized, dependable, and detail-oriented Administrative Assistant to provide day-to-day administrative support to the logistics and operations team. This role will assist with scheduling, documentation, data entry, customer and carrier communication, records management, and general office coordination.

The ideal candidate is comfortable managing multiple priorities, communicating with transportation partners, maintaining accurate records, and supporting a fast-paced logistics operation.

• Provide daily administrative support to logistics, operations, and management personnel.
• Maintain organized electronic files, records, spreadsheets, and correspondence.
• Prepare documents, reports, forms, and routine communications.
• Enter and update information accurately in company systems.
• Monitor shared inboxes and route requests to the appropriate team member.
• Assist with general office and operational projects.

• Assist with maintaining shipment, carrier, driver, customer, and vendor records.
• Update shipment information and statuses in applicable systems.
• Prepare and organize bills of lading, delivery confirmations, invoices, and related documents.
• Track outstanding paperwork and follow up on missing documentation.
• Assist logistics personnel with routine shipment-related administrative tasks.
• Maintain accurate records of completed and pending transportation activities.

• Assist with scheduling meetings, calls, pickups, deliveries, and other operational appointments.
• Maintain calendars and scheduling spreadsheets.
• Communicate schedule changes to appropriate personnel.
• Help coordinate availability between customers, carriers, drivers, warehouses, and internal staff.
• Track appointments and follow up on outstanding scheduling requests.

• Respond to routine customer and carrier inquiries by phone and email.
• Provide basic administrative information regarding shipment status and documentation.
• Take accurate messages and route complex questions to appropriate personnel.
• Maintain professional communication with transportation partners.
• Document important communications and follow-up requirements.

• Enter shipment, customer, vendor, invoice, and operational information accurately.
• Maintain spreadsheets and administrative databases.
• Prepare routine daily, weekly, and monthly reports.
• Assist with tracking shipment activity, administrative tasks, and outstanding items.
• Review records for missing or inconsistent information.

• Assist with organizing vendor and carrier invoices.
• Enter invoice information into applicable systems.
• Match invoices with supporting documentation when requested.
• Track invoice status and missing paperwork.
• Assist accounting personnel with routine administrative follow-up.
• Maintain organized payment-related documentation.

• Organize contracts, carrier documents, customer records, shipment paperwork, and other business files.
• Scan, upload, rename, and categorize electronic documents.
• Maintain consistent file-management procedures.
• Assist with preparing documentation for internal reviews or audits.
• Protect confidential business and customer information.

• Assist logistics coordinators and managers with routine administrative tasks.
• Help track open issues, pending shipments, documentation, and follow-up items.
• Coordinate information between departments.
• Assist with maintaining operational checklists.
• Support process-improvement projects designed to improve administrative efficiency.

• High school diploma or equivalent.
• 1–2 years of experience in administrative support, office administration, customer service, logistics, transportation, or a related field.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and data accuracy.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and standard computer systems.
• Ability to manage deadlines and recurring administrative tasks.
• Strong…