Administrative Assistant, Operations

Duties & Responsibilities

• Prepare and maintain KPI reporting across multiple clients and MDS
• Help to prepare presentations and customer facing materials for sales and ops teams as needed for customer visits and presentations
• Absorb and compile all individual driver payroll reports for HR ensuring accuracy
• Maintain all PTO approved requests for drivers and office personnel to submit to payroll and ensure managers and dispatchers are kept apprised of upcoming time off
• Monitor equipment list to ensure GPS units and cameras are functioning properly
• Create Text and Email blasts for drivers communicating company information
• Schedule loads and delivery appointments for dispatch as a backup as needed
• Investigate product overage, shortage and damage, and complete the appropriate documentation to submit to Accounting
• Help coordinate equipment maintenance, new driver onboarding and expiring DOT requirements (physicals, license renewals, etc.) for MDS drivers
• Confirm all driver billed times are verified in Geotab before submitting to accounting
• Inform team of all driver time off requests to avoid any negative impact to the business
• Audit MDS driver fuel cards and EZPass data for accuracy
• Match contracted rate confirmations with paperwork and invoicing for clients

Requirements

• Other duties assigned as required
• A positive and professional demeanor and possess excellent communication skills
• Coachable mindset and a team-oriented approach
• Strong organizational skills and the ability to work with multiple stakeholders
• Strong skills in MS/Office with Advanced skills in Excel (VLOOKUPS, Pivot Tables, etc.)
• Willingness to participate in special projects such as inventories, fleet surveys, etc.
• Willingness to work on-site with customers from time to time as needed

Qualifications

• Minimum of 5 years work experience in a fast-paced team environment
• Valid driver's license and good driving record

Skills

• Strong organizational skills
• Excellent communication skills
• Advanced skills in Excel (VLOOKUPS, Pivot Tables, etc.)

Benefits

• Competitive compensation
• Comprehensive health benefits including medical, vision, and dental
• Employee Assistance Program
• 401(k) with a company match
• Employee discounts
• Career growth and development opportunities