Administrative Assistant

Aston Carter; Edmonton; On-site; CAD 24,000 - 34,000; Full time

Benefits offered by this job

Bonus program

Job summary

Aston Carter in Edmonton, AB, is seeking an Administrative Assistant to support day-to-day logistics and transportation operations. You will coordinate cargo movement, maintain documentation, and deliver strong customer and administrative support to ensure timely shipments and smooth cross-team collaboration.

This contract-to-hire role is onsite in Edmonton. Responsibilities include scheduling pickups, tracking shipments, preparing ship documents, and generating reports, with a focus on

Qualifications

• At least 1 year of customer service or administrative experience.
• Proficiency with Microsoft Excel for data entry and record keeping.
• Ability to use or quickly learn TRUCKMATE and dispatch-related software.
• Strong customer service and professional communication.
• High attention to detail and accurate documentation.
• Excellent time management in a fast-paced environment.
• Ability to work with diverse teams and schedules.
• Capable of adapting in a dynamic logistics setting.

Responsibilities

• Coordinate and monitor cargo movement for timely transport.
• Schedule pickups and communicate requirements to carriers and customers.
• Track shipments and provide status updates to customers and internal stakeholders.
• Prepare and maintain shipping documents (bills of lading, manifests, invoices).
• Coordinate cargo receiving, storage, and dispatch operations.
• Resolve delays and discrepancies with customers and carriers.
• Maintain records using Excel and TRUCKMATE.
• Generate reports on cargo movement and performance.
• Collaborate with operations and warehouse teams to improve logistics.
• Ensure compliance with safety and transportation regulations.
• Provide general administrative support to logistics and dispatch teams.

Skills

Customer service

Microsoft Excel

TRUCKMATE

Dispatch software

Data entry

Detail oriented

Time management

Cross-functional work

Tools

TRUCKMATE

Job description

Job Title: Administrative Assistant

The Administrative Assistant supports day-to-day logistics and transportation operations by coordinating cargo movement, maintaining accurate documentation, and providing exceptional customer and administrative support. This role ensures timely and efficient handling of inbound and outbound shipments while collaborating closely with internal teams, carriers, and customers to resolve issues and improve service.

Responsibilities

• Coordinate and monitor the movement of inbound and outbound cargo to ensure timely and efficient transportation.
• Schedule pickups and deliveries and clearly communicate transportation requirements to carriers, drivers, warehouses, and customers.
• Track shipments and proactively provide status updates to customers and internal stakeholders.
• Prepare, review, and maintain shipping documentation, including bills of lading, manifests, invoices, and transportation records.
• Coordinate cargo receiving, storage, and dispatch operations within the terminal.
• Communicate with customers, freight carriers, and warehouse personnel to resolve shipment delays, delivery issues, and documentation discrepancies.
• Maintain accurate logistics, inventory, and shipment records using company software such as TRUCKMATE and Microsoft Excel.
• Process transportation and shipping requests and ensure adherence to company procedures and transportation regulations.
• Generate reports related to cargo movement, shipment status, inventory, and operational performance.
• Collaborate with operations, warehouse, and transportation teams to improve logistics efficiency and overall customer service.
• Ensure compliance with workplace safety requirements and transportation industry standards.
• Provide general administrative support to the logistics and dispatch teams as needed.

Essential Skills

• At least 1 year of customer service or administrative experience.
• Proficiency with Microsoft Excel for basic data entry and record keeping.
• Ability to use or quickly learn TRUCKMATE and dispatch-related software.
• Strong customer service skills with the ability to communicate clearly and professionally.
• High attention to detail and commitment to maintaining accurate documentation.
• Excellent time management skills and ability to prioritize tasks in a fast-paced environment.
• Ability to work effectively with diverse personalities and cross-functional teams.
• Capacity to thrive in a dynamic, sometimes chaotic environment while remaining organized and focused.
• Strong accuracy in data entry and record maintenance.

Work Environment

This role operates within a busy trucking and logistics terminal environment, working closely with a team of approximately six administrative staff and two dispatchers, as well as an additional administrative colleague at a nearby offsite terminal. The workday typically runs from 7:30 a.m. to 4:00 p.m., supporting ongoing cargo receiving, storage, dispatch, and documentation activities. The environment is fast-paced and can be chaotic at times, requiring strong organizational skills, adaptability, and clear communication. The company emphasizes a supportive and diverse workplace with training opportunities for entry-level individuals and offers a bonus program upon transition to permanent employment.

Job Type & Location

This is a Contract to Hire position based out of Edmonton, AB.

Pay And Benefits

The pay range for this position is $21.63 - $21.63/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 Edmonton,AB.