Administrative Assistant

Aston Carter; Kelowna; On-site; CAD 25,000 - 36,000; Full time

Job summary

Aston Carter is seeking an Administrative Assistant to support shipping document processing, customer service, and clerical duties in Kelowna, BC. The role emphasizes attention to detail and reliable administration to ensure smooth operations.

The position is onsite in Kelowna, with typical daytime hours, and requires strong proficiency in Word and Excel, plus experience in transportation or logistics. A professional, team-oriented environment is offered.

Qualifications

• Proven data entry and clerical skills.
• Experience in transportation/logistics preferred.
• Strong organizational and time-management abilities.
• Proficiency in MS Word and Excel required.

Responsibilities

• Process and verify shipping documents and billings.
• Provide customer service and manage communications.
• Schedule appointments and busines logistics coordination.
• Audit shipping documents for accuracy and report discrepancies.
• Maintain group email boxes and answer queues.
• Perform scanning, photocopying, and faxing as needed.
• Log driver issues and report non-delivery reasons to supervisor.
• Understand compliance documentation and liaise with concerned teams.

Skills

Data Entry

Transportation

Administration

Logistics

Customer Service

Organization

Microsoft Word and Excel

Education

Secondary education

Post-secondary education preferred

Job description

Job Title: Administrative Assistant

Job Description

As an Administrative Coordinator, you will be responsible for processing and verifying shipping documents, providing customer service, scheduling appointments, and performing other clerical and administrative duties. Attention to detail will be key for this position. Our commitment is to an exceptional customer experience through authenticity, commitment, care, trust, and enthusiasm.

Responsibilities

• Make telephone calls and send emails to centralized customer service.
• Book delivery appointments via phone and email.
• Bill accessorial and additional fees as required.
• Maintain group email boxes and answer queue calls when required.
• Receive calls from drivers not delivering freight for specific reasons and log comments.
• Perform scanning, photocopying, and faxing.
• Conduct other administrative duties as required, such as pulling reports.
• Audit shipping documents for accuracy, correcting and reporting to supervisor as needed.
• Understand Federal Transportation Compliance documentation and report non-compliance.

Essential Skills

• Data Entry
• Transportation
• Administration
• Logistics
• Customer Service
• Organization
• Proficiency in Microsoft Word and Excel

Additional Skills & Qualifications

• Minimum of secondary education, with preference for post-secondary education or a combination of education and experience.
• Previous transportation or operational experience is preferred.
• Experience with AS400 is considered an asset.
• Advanced communication skills.
• Ability to meet deadlines in a high transactional, fast-paced environment.
• Capability to work in a team environment.
• Ability to work with little supervision.

Work Environment

The work environment involves extended periods of sitting at a workstation, working on a computer or phone. The environment may include noise from loading docks. The position operates Monday to Friday, 9:00 AM to 5:30 PM, and is transit accessible.

Job Type & Location

This is a Contract position based out of Kelowna, BC.

Pay and Benefits

The pay range for this position is $22.00 - $22.00/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 Kelowna,BC.

À propos d'Aston Carter

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l’acquisition de talents, les achats, la chaine d’approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l’industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d’un grand nombre d’entreprises du classement Fortune 500. Nous sommes fiers d’avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à [e-mail] ([e-mail]) pour connaître d’autres options d’accommodement.

Ordonnance sur l’égalité des chances de San Francisco: Conformément à l’Ordonnance sur l’égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l’intelligence artificielle (IA): Nous pouvons utiliser l’intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d’embauche, notamment la recherche, la présélection et l’évaluation des candidatures. L’IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l’aide d’outils d’IA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] ([e-mail]) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.