Transportation Administrative Assistant

Overview

• Support daily transportation operations, acting as the primary communication link between drivers, customers, and the office team.
• Ensure drivers adhere to routes and schedules, resolving delivery and service issues promptly.
• Coordinate vehicle maintenance, monitor attendance, and assist with labor planning and payroll preparation.
• Prepare operational reports and maintain records of delivery exceptions and incidents.
• Provide managerial coverage during absences and approve reimbursements as needed.
• Collaborate with departments to resolve customer concerns and ensure smooth operations.
• Support evening and night operations as required, ensuring seamless communication and coordination.
• Work onsite with a schedule of Monday to Thursday, 8:00 AM – 5:00 PM, and Friday, 8:00 AM – 2:00 PM.

• Serve as the primary dispatch contact, maintaining steady communication with drivers and resolving real-time issues.
• Assist with route challenges, assigning pickups, and adjusting delivery schedules as needed.
• Coordinate with maintenance teams for vehicle breakdowns and damage reports.
• Track attendance, absences, and staffing needs, flagging gaps and overtime risks to management.
• Review payroll for accuracy, approve missing punch requests, and monitor overtime hours.
• Prepare detailed operational reports, tracking performance trends and recurring issues.
• Collaborate with departments to resolve customer concerns and coordinate returns and deliveries.
• Provide managerial coverage during absences and approve reimbursements as needed.

• Bachelor of Science (BS) degree required, preferably in a related field.
• Minimum of 2 years of experience in dispatch, transportation, or logistics operations.
• Proficiency with dispatch systems, GPS tracking, and office software applications.
• Strong communication skills and ability to multitask under pressure.
• Knowledge of routing, delivery workflows, and fleet operations.
• Flexibility to support evening and night operations as required.
• Bilingual proficiency in English and Spanish is preferred.
• Strong organizational and recordkeeping skills, with attention to detail.