Job Title

Administrative Assistant

Job Description

This Administrative Assistant position supports a large third-party logistics operation by serving as the primary point of contact for the transportation team. The role focuses on checking drivers and shipments in and out, accurately entering shipment documentation into the warehouse management system, and coordinating with multiple departments to ensure smooth and efficient transportation operations. The successful candidate combines strong clerical experience with excellent communication, customer service, and attention to detail in a fast-paced logistics environment.

Responsibilities

- Serve as the front-line administrative contact for the transportation team, acting as the face of the department for drivers and visitors.
- Check truck drivers and shipments in and out, ensuring all required information is collected and verified.
- Enter Bills of Lading (BOLs) and Proof of Deliveries (PODs) into the companys warehouse management system and internal database with a high level of accuracy.
- Communicate regularly with the shipping and receiving teams to identify, investigate, and resolve inventory discrepancies.
- Handle inbound and outbound phone calls from drivers requiring directions or updates and from customers inquiring about their deliveries.
- Direct callers to the appropriate person or department and provide assistance with issues related to damaged or lost shipments, following established procedures.
- Provide administrative support to multiple departments, including transportation and related logistics teams, to maintain efficient operations.
- Use Microsoft Office applications, including Outlook and Excel, to manage information, prepare basic reports, and support daily administrative tasks.
- Maintain accurate records and documentation to support transportation and warehouse activities.
- Work both independently and collaboratively with other departments, demonstrating strong teamwork and clear communication.
- Apply strong attention to detail to minimize errors, recognizing that mistakes can have significant financial impacts.
- Demonstrate initiative by identifying problems and contributing to practical solutions without constant supervision.

Essential Skills

- At least 1 year of clerical or administrative experience, preferably in a distribution or transportation workplace.
- Solid command of the English language to communicate clearly with multiple departments and external stakeholders.
- Proven administrative support experience, including data entry and document handling.
- Customer service experience,



particularly in a role that involves frequent interaction with drivers and customers.
- Proficiency with Microsoft Office, including Outlook and Excel.
- Ability to manage multiple tasks in a fast-paced logistics or transportation setting.
- Strong attention to detail and accuracy when handling documentation such as BOLs and PODs.
- Effective verbal and written communication skills to coordinate with 4 or more departments.
- Ability to work independently with minimal supervision while also contributing as part of a team.
- Comfort working in a transportation and logistics environment, including exposure to freight and trucking operations.

Additional Skills & Qualifications

- Previous experience in the freight or trucking industry.
- Knowledge of Truckmate or similar warehouse management systems.
- Experience working within less-than-truckload (LTL) or transportation operations.
- Demonstrated initiative and problem-solving skills, with the ability to handle issues independently.
- Strong organizational skills and the ability to prioritize tasks effectively.
- Excellent attention to detail, recognizing that errors can lead to significant financial costs.
- Comfort interacting with drivers, warehouse staff, and other frontline logistics personnel.
- A friendly, approachable demeanor and a good sense of humor, contributing positively to the team culture.
- Ability to adapt to a casual, blue-collar office environment and maintain professionalism in a busy terminal setting.
- Interest in long-term stability, including the opportunity to access benefits and pension when converted to a permanent role.

Work Environment

The role is based in a front terminal office that supports a busy logistics and trucking operation. The standard shift runs from 2:00 p.m. to 10:30 p.m.

Job Type & Location

This is a Contract position based out of Calgary, AB.

Pay And Benefits

The pay range for this position is $21.00 - $21.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Workplace Type

This is a fully onsite position in Calgary,AB.

Equal Opportunity Statements





Aston Carter est un employeur souscrivant au principe de légalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou lajustement du processus de demande d'emploi ou d'entretien à cause d'un handicap, veuillez envoyer un courriel à pour connaître d'autres options d'accommodement.

Ordonnance sur légalité des chances de San Francisco: Conformément à l'Ordonnance sur légalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

Utilisation de l'intelligence artificielle (IA): Nous pouvons utiliser l'intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d'embauche, notamment la recherche, la présélection et l'évaluation des candidatures. LIA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à la aide d'outils d'IA.

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📌 Administrative Assistant (Calgary)
🏢 Aston Carter
📍 Calgary