Administrative Assistant

Bajwa Hauling Inc. O/A Phantom Logistics; Caledon; On-site; CAD 49,000 - 66,000; Full time

Job summary

Phantom Logistics, based in Bolton, Ontario, is seeking an organized Administrative Assistant to support dispatch, compliance, and office operations in a permanent full-time role.

You will coordinate dispatch paperwork, answer inquiries from carriers and drivers, maintain records, and assist with TMS data entry and invoicing. The position starts as soon as possible and offers a stable, full-time schedule.

Qualifications

• High School Diploma required.
• Minimum 2 years in an administrative role within trucking, transportation or logistics.
• Strong communication and computer skills; proficiency in Microsoft Office.

Responsibilities

• Coordinate dispatch, driver and paperwork including bills of lading and load confirmations.
• Answer calls and emails from carriers, shippers, drivers, and clients regarding freight status.
• Prepare and proofread contracts, quotes and internal memos for logistics operations.
• Maintain driver records, safety inspections, IFTA/fuel tax docs, and compliance files.
• Enter data into the TMS for load tracking and invoicing; assist with billing inquiries.

Skills

Verbal & written communication

Microsoft Office

Multi-tasking

Education

High School Diploma

Tools

TMS (Transportation Management System)

Job description

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 flexible 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.