Now Hiring – Administration Support

Job Description


Administration Support works between the Logistics department and the Accounting Department to prepare documentation for the shipment of freight including load sheets, cross-border customs forms and other shipping documents that are prepared for billing. Administration Support also works closely with the accounting department assisting in billing, document imaging, data input, and receivables. Administration Support also approves payment for drivers, inputs data for billing and communicates with customers to track and trace freight movement and accessorial charges.

Major Activities:

1. Logistics Support

  • Assist Logistics Administrator with daily operational needs, such as daily freight tracking, border crossing support (ACIs, ACEs), data entry for load building, EDI support, HOS administration, etc.
  • Prepare and distribute weekly list of Drivers, including routes, status, and Truck #
  • Ordering weekly cash orders and assisting in administering driver cash
  • Receiving and recording driver leave forms; requesting ROE’s from payroll as required

2. Billing Assistance

  • Prepare outgoing driver envelopes including expense bags and blank Trip/Fuel Temperature Log forms
  • Provide information on delay macros to Logistics Coordinators for confirmation
  • Monitor and input driver extra charges (delay units, layovers, wait time, etc.)
  • Assist Accounting Department with ongoing items such as credit checks, assistance with payables/receivables, and document imaging.

3. Communication with Drivers and Customers

  • Provide a timely and professional response to driver or customer questions and concerns
  • Demonstrate professional communication of sufficient detail to reduce misunderstandings or errors
  • Input Satellite messages on Winter Driving Conditions (green/yellow/red) and correspond with drivers regarding conditions

Education and Training:

  • A high school diploma or GED
  • A degree or diploma in transportation or logistics would be an asset
  • Requires fluency in both speaking and writing English, other languages are an asset

Experience, Skills, Abilities:

  • 1-3 years experience in an administrative role is preferred
  • Must be proficient with technology and able to learn industry specific programs
  • Knowledge of Canadian and U.S. laws and regulations (e.g. Hours of Service, Elog)
  • PAPS/PARS and Customs/border crossing experience would be an asset
  • Knowledge of North American geography would be an asset
  • Experience in the use of Logistics software including Omnitracs (Shaw Tracking), Accellos, Driver Hours of Service, PC Miler, and iBright would be an asset

Functional Competencies:

  • Ability to work well independently and as part of a team
  • require the ability to remain calm, clear and in control; especially in emergency situations
  • Administration Support communicates using computer software, email, or phone; often with Drivers improving their English language skills. An ability to listen, speak plainly and communicate effectively is necessary
  • Administration Support requires excellent analytical skills
  • Must be highly organized and able to concentrate in an environment with noise and interruptions
  • Posses the ability to read maps and communicate directions clearly
  • Sufficient knowledge of equipment terminology to accurately communicate

Equipment/Instruments Used:

  • Microsoft Office Suite and Outlook email
  • Logistics software including Omnitracs (Shaw Tracking), Accellos, Driver Hours of Service, PC Miler, and iBright
  • Terminology related to transportation equipment (truck, reefer, trailer, etc.)

Job Types: Full-time, Permanent

Salary: $30,000.00 to $40,000.00 /year

To apply, please e-mail your resume to

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