Company Overview

Phantom Logistics is a full-service trucking and transportation company based in Bolton, Ontario, proudly serving the Greater Toronto Area and beyond. Since our inception, we have grown into a trusted logistics partner for local and national clients, offering a comprehensive range of freight solutions including long-haul, expedited, flatbed, and refrigerated (cold chain) trucking services.

Our modern, well-maintained fleet and experienced team of drivers and dispatch professionals allow us to deliver safe, on-time service across every load we carry. As we continue to expand our operations, we are looking for an organized and dependable Administrative Assistant to support our growing dispatch, compliance, and office operations team.

Position Details

Business Operating Name: Bajwa Hauling Inc. O/A Phantom Logistics

Business Address: 365 Healey Rd, Unit 19, Bolton, ON L7E 5C1

Position Title: Administrative Assistant (NOC 13110)

Location of Work: Bolton, Ontario

Terms of Employment: Permanent, Full-Time. Must be adaptable to work alternative Saturdays.

Wage: $28.00 per hour

Anticipated Start Date: As soon as possible following selection

Duties and Responsibilities

Coordinate and schedule dispatch, driver, and delivery paperwork, including bills of lading, trip logs, and load confirmations

Answer and direct incoming calls and emails from carriers, shippers, drivers, and clients regarding freight and delivery status

Prepare, format, and proofread correspondence, quotes, contracts, and internal memos related to trucking and logistics operations

Open, sort, and distribute incoming mail, courier packages,



and freight documentation to the appropriate departments

Maintain and update filing systems (electronic and hard copy) for driver records, vehicle safety inspections, IFTA/fuel tax documents, and compliance files

Schedule appointments, meetings, and dispatch check-ins for management and operations staff

Order office supplies and monitor inventory of administrative and safety documentation materials

Assist with data entry into the transportation management system (TMS) for load tracking, invoicing, and customer records

Prepare invoices, purchase orders, and expense reports; liaise with accounting on billing discrepancies

Set up and maintain office equipment, supervise clerical staff as needed, and establish administrative work procedures

Greet visitors, vendors, and drivers at the office and direct them to the appropriate personnel

Compile data, statistics, and reports on delivery performance, fuel usage, and fleet activity as requested by management

Assist with onboarding documentation for new drivers and administrative hires

Skill Requirements

Education: High School Diploma

Experience: Minimum 2 years of work experiemunce in a similar administrative role (experience in the trucking, transportation, or logistics sector is an asset)

Strong verbal and written communication skills

Proficiency with Microsoft Office (Word, Excel, Outlook) and general office equipment

Ability to multi-task and stay organized in a fast-paced dispatch/office environment

Phantom Logistics is an equal opportunity employer. We thank all applicants for their interest; only those selected for an interview will be contacted.

📌 Administrative Assistant (Shelburne)
🏢 BAJWA HAULING INC O/A PHANTOM LOGISTICS
📍 Shelburne