Administration Coordinator

Are you an administration guru looking for your next rewarding challenge, in a fast-paced, deadline driven environment? Do you possess at least 3-5 years of Administration Experience, and well versed in all Microsoft Office Applications including Excel, Word, and Outlook? Do you enjoy data entry, and possess a typing speed of at least 50 WPM? If you are an exceptionally organized administration professional, who enjoys data management, then this may be the perfect opportunity for you

Coastal Pacific Xpress is currently seeking a passionate and motivated **Administration Coordinator **to join our winning team

**WHO WE ARE**:
Coastal Pacific Xpress is one of Canada’s largest supply chain companies, providing transportation services and handling of temperature sensitive products throughout Canada and the United States. Our customer base comprises of many of Canada’s leading companies within a wide range of industries, and we proudly serve to provide integrated and customized solutions to array of logístical challenges.

**ABOUT THE ROLE**:
Reporting into the Manager, Administration, your responsibilities include the following, but are not limited to:
**Orders**
- Work in chronological order in the Orders mailroom to ensure orders are created with 2 hours of receipt from customers
- Process revisions to existing orders in TruckMate
- Electronically index orders in Synergize for document storage
- Book swampers for deliveries as required
- Review EDI orders for accuracy
- Reviewing sentinel tasks in orders mailroom
- Replying to customer inquiries
- Review Orders Requiring Appointments report and request any missed appointments
- Assist with training of junior team members

**Exceptions**
- Adds notes to billing and driver pay tab for transparency
- Reviews sentinels for applicable extra driver pay in accordance with drive pay rules
- Review shunting trips and process hours and FSC in trip envelope
- Ensures deadcall charges are documents in accessorial charges and added to the dead call no charge spreadsheet
- Review long dated sentinels for demurrage/ storage charges
- Walmart Daily review
- reviews each trip for billable charges and enters charges in the DLT website, follows up with Walmart to receive incident number for charges to be paid
- Review daily Northbound trips from crystal report from previous day
- TCheks
- process TCheks and in pros and add to IP tab, advise customer of charges. Process driver chargeback in AP Invoice Entry
- Multi Directional loads
- advises billing team of list of MD charges and rates
- Create new customer profiles
- Update information in customer profiles as required
- Assist with training of new employees

**Carrier**
- Follow up with drivers and outside carriers for missing PODs
- Process PODs received from drivers in office
- Review the POD required filter in Customer Service for missing PODs, updating reason not billed field for transparency to all teams
- Attach reviewed PODs in Synergize so billing can invoice customers
- Review 48 Hour POD subfolder to ensure high profile customers receive copies of PODs within 48 hours of delivery
- Review Interline payable invoices and process in Interline Payables
- Review sentinels for duplicate IP charges
- Process Trip Envelopes received on Load Docs
- Attach Trip Envelopes in Synergize, noting special pay requests as type S for billing review
- Process Receipts on Load Docs and add to Driver Pay
- Process PODs on Load Docs from drivers
- Attach PODs to pros in Synergize
- Process LTS Highway truck envelopes

**WHAT YOU BRING**:

- 3-5 years of Administration Experience, in a similar capacity
- Microsoft Office skills with an emphasis on Word, Excel and Outlook
- Typing speed of at least 50 WPM
- Experience in a similar industry an asset. Transportation, Logistics or Supply Chain
- Experience with TruckMate considered an asset
- Tech Savvy, with ability to grasp new software quickly
- Excellent customer service abilities with a natural desire to provide exceptional service and build strong team relationships
- Proven ability to ensure accuracy in data entry
- Proven analytical and problem solving skills. Ability to quickly understand and identify issues and propose solutions
- Proven ability to effectively prioritize work flow and ensure deadlines are met in a fast-paced environment with shifting priorities
- Excellent communications skills, both verbal and written
- Ability to manage and adapt to change
- Approachable and friendly, with a hands-on and team-oriented work style
- Takes initiative, and is proactive in their work, with an emphasis on being results driven
- High school or equivalent required, and additional post secondary an asset

**WHAT WE OFFER**:

- Competitive salary
- Exceptional organization culture built on the pillars of high performance, collaboration, continuous improvement, and fun along the way
- Dental Care
- Vision Care
- Extended Health Care, including STD & LTD
- Pension
- RRSP Matching
- Emp