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Administrative Assistant

4 months ago

Surrey, Canada Coastal Pacific Xpress Full time

***:
The Administrative Assistant is responsible for processing and ensuring clearance of all shipments being exported out of Canada and imported into Canada in a timely manner. This role works closely with various brokers and Canadian border officers to ensure all customs paperwork is clear to cross into Canada in compliance with CBSA (Canada Border Service Agency). In addition, the role also works closely with US border officers to ensure all customs paperwork is clear to cross into the USA in compliance with CBP (Customs and Border Protection Agency).

Reporting to the Manager, Operations Cross Border, your responsibilities include the following, but are not limited to:
**Support**
- Missing paperwork
- Customer contact information for customer
- Confirming the correct broker for a new customer

**Dispatch**
- Confirming if an order is getting shipped the day of
- Order consolidation
- Splitting of orders that may have originally been cleared as one shipment
- Missing paperwork
- Customer contact information for customer
- Confirming ETA to the border
- Customs not clear in time for truck’s ETA to the border
- Assistance with Administrative duties or tasks not done

**Team Lead**
- Operational Concerns
- Operations Manager
- Staffing Issues
- Equipment Concerns
- Training/reviewing errors

**Support Caller Relationship/Shipper and Driver Relationship**
- Communicating with the customer’s administrative contacts.
- Missing Bill of Lading or Confirmation of Sales
- Missing details such as PO#, case counts discrepancy, cost
- Discrepancy between invoice and BOL
- Advising if a shipment is no longer consolidated and requesting new paperwork for splitting of entries
- When paperwork has not been received on time
- When shipment is not clear
- Communication with drivers directly if they are missing paperwork and/or border clearance issues.

**Administrative Tasks**
- Flagging manifest from CBSA and Border Connect to ensure all pars are used for appropriate trips and accounted for
- Issuing T-Cheks to drivers
- Scanning the previous day’s packages and putting them in the system
- Updating delivery times in the system once planning is done
- Portal Maintenance
- Arranging paperwork for customs declaration as well as delivery.
- Creating driver and border packages (paperwork)
- Creating Northbound manifests for bonded UPS loads
- Tracking trucks to check ETA to the border
- Monitoring and distributing PARS Sheets
- Knowledge of CFIA website system for manual data entry incase CPX 3rd party EManifests isn’t working
- Knowledge of Emanifest
- Flagging manifest from CBSA and Border Connect to ensure all pars are used for appropriate trips and accounted for
- Issue T-Cheks to drivers
- Keeps Border PARS Tracking excel sheet updating as PARS are handed out to CPX trucks and in office use

**KEY REQUIREMENTS**:

- 2+years of experience in a customer service role in logistics and/or transportation.
- High school diploma required, training or post-secondary courses in Customer Service is an asset.
- Personally demonstrates that external and internal customers are a high priority.
- Identifies customer needs and expectations, and responds to them in a timely and effective manner.
- Prioritizes work flow to ensure deadlines are met in a fast-paced environment. Adapts to shifting priorities.
- Detail-oriented with a high level of accuracy.
- Works effectively as a part of a team.
- Proficient in Microsoft Office with an emphasis on Word, Excel, Outlook.
- Working knowledge of transportation software systems, processes, and procedures an asset.
- Knowledge of the logistics, supply chain and/or transportation industry and customs declaration process is an asset.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- RRSP match

Ability to commute/relocate:

- Surrey, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person