Administrative Coordinator

Job DescriptionYou belong at Day & Ross.Administrative CoordinatorFull-timeDartmouth, NSThe Administrative Coordinator supports the business by coordinating the full range of administrative processes at the terminal in order to ensure the timely and accurate delivery of freight to the end customer.You will be a positive representative of our organization by demonstrating professionalism, and appropriate urgency. You will work closely with various internal and external contacts to effectively and efficiently respond to customer inquiries and requests.How You’ll HelpProvide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner. Establish and maintain files and records.Answer phone calls and email enquiries and relay calls and messages to appropriate managers and employees; attend meetings, take notes, and follow up on decisions within area of responsibilityOrder office supplies and maintain inventory for the terminalWelcome clients; ascertain nature of business and direct clients to appropriate managers and employeesRedirect documents intra- and inter-terminal as well as to customers as neededManifest and arrange appointments via fax, email, and telephone. Call customers regarding appointment change, status, rescheduling, and issues regarding appointment. Schedule driver appointments. Update system with appointment information.Prepare manifests for trucks crossing from Canada to US border and vice versaVerify the weight for all LTL loads, load trailers, ensuring that the number of boxes/ shipments, weight and dangerous goods information is correct and completeInput pick up BOL’s and update POD’s. Upload and edit EDI files. Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are presentTrack and update system information on shipments for agent delivery.Assist drivers with preliminary paperwork information such a bill of lading, trip envelops and border crossing proceduresBroker payroll processing including the inputting of City Drivers payroll in the terminal; confirmation of information provided by brokers and data entry for the terminal; providing brokers with invoice copies; and fielding inquiries as to payroll discrepancies.Reporting: POD reports – following up on PODs Make sure PODs are imaged. Missed appointment report following up with customers if freight not delivering.Mentor and train office staff in procedures and in use of current softwareDispatch some night runs/shiftsOther related duties as may be requiredYour Skills And ExperienceMinimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience.Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial.Communication skills - advancedComputer skills – accuracy, MS products, AS400, TruckMate, web-based programsDemonstrated customer relationship skillsStrong conflict resolution skillsAble to work deadlines in high transactional environmentAbility to champion business needs in a collaborative manner to colleaguesResults focusedAbout Day & RossFrom a single truckload of potatoes in the 1950s to a fleet of thousands, Day & Ross has grown to become one of the largest transportation and logistics providers in North America. With over 7,500 team members on and off the road in the US and Canada, we offer a diversified portfolio of freight and delivery solutions, including LTL, Truckload, Residential, Dedicated Fleet Solutions, and Logistics.We believe our people are our greatest strength. For over a decade, we’ve been recognized as one of Canada’s Best Managed Companies. We’ve also been named a Top Company for Women to Work for in Transportation since 2018. Our recognition reflects the family values we share with our parent company, McCain Foods Limited.As a federally regulated employer, Day & Ross fully supports the principles of employment equity and encourages all qualified members of the designated groups to apply. Day & Ross is committed to ensuring equal access and participation for people with disabilities and meeting their needs in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under Accessible Canada Regulations and in alignment with our business practices, capabilities, and values. #J-18808-Ljbffr