Logistics Administrative Assistant

Functions and Responsibilities

• Captures and coordinates delivery of products with dealers to ensure excellent customer service.
• Prepares warranties, invoices, and NVIS/certificates of origins for scheduled loads.
• Sends invoicing and payment terms for each shipment to dealers prior to delivery.
• Invoices trailers and parts in the Genius system when they ship.
• Schedules and assigns VINs to trailers that have been scheduled for production.
• Submits financing requests to required companies for pre-approval prior to load shipments.
• Communicates effectively with Logistics Manager, shipping crew, and sales team.
• Instructs drivers on documentation and responsibilities related to deliveries.
• Performs other administrative duties as assigned such as filing, scanning, and copying.
• Answers overflow incoming calls.
• Assists office personnel with administrative tasks.

Desired Education/Experience

• Proficiency in Microsoft Office required, and accounting system experience preferred.
• Two years transportation/logistics or customer service experience preferred, but not required.

Knowledge, Skills, and Abilities

• Problem solving: Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully.
• Customer service: Manages difficult client/customer situations, responds promptly to customer needs, solicits customer feedback to improve service, responds to requests for service and assistance, and meets commitments.
• Planning/organizing: Prioritizes and plans work activities and uses time efficiently.
• Quality control: Demonstrates accuracy and thoroughness, monitors own work to ensure quality, and applies feedback to improve performance.
• Quantity: Meets productivity standards and completes work in a timely manner.
• Adaptability: Adapts to changes in the work environment, manages competing demands, and deals with frequent change, delays, or unexpected events.
• Dependability: Consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Safety and security: Observes safety and security procedures and uses equipment and materials properly.

Expectations

• Completes all documentation for next-day shipments by the end of each day.
• Informs Logistics Manager and Sales Manager when accounts are overdue.

Company Overview

ALCOM’s impressive growth has been driven by a dedicated team committed to producing the highest-quality aluminum trailers across every category. From our beginnings with a single flagship facility in Winslow, Maine, we’ve expanded to four manufacturing plants across the country. This strategic growth not only strengthens our dealer network but also creates valuable career opportunities, fosters innovation, and enhances our ability to deliver top-tier products with faster turnaround times and lower freight costs. Our team proudly manufactures 160+ standard trailer models, covering a wide range of applications—including cargo, personal watercraft (PWC), horse and livestock, car haulers, snowmobile, landscape and utility, ATV, and motorcycle trailers. We don’t just build trailers; we customize solutions, ensuring our dealers receive open and enclosed models tailored to their customers' needs. At ALCOM, we take pride in what we build and how we build it. Our success is the result of hardworking, skilled employees who share our passion for craftsmanship and innovation.