Administrative Coordinator

Day & Ross; Saint John; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading transportation and logistics provider in Saint John, New Brunswick, is seeking an Administrative Coordinator. This role involves managing administrative processes, responding to customer inquiries, and ensuring timely delivery of freight. Candidates should be organized, detail-oriented, and possess strong communication and computer skills. Join a recognized company dedicated to employee equity and support for all team members.

Benefits

Inclusive work environment

Career development opportunities

Employee recognition programs

Qualifications

• Minimum of secondary education, with preference for post-secondary education.
• Previous Transportation or operational experience is preferred.
• Able to work to deadlines in a high transactional environment.

Responsibilities

• Provide administrative support to managers and office staff.
• Handle phone calls, email inquiries, and relay messages.
• Order office supplies and maintain inventory.
• Prepare manifests for trucks crossing borders.
• Track and update system information on shipments.

Skills

Communication skills - advanced

Computer skills – MS products, AS400

Customer relationship skills

Conflict resolution skills

Results focused

Education

Secondary education, preference for post-secondary

Tools

MS Office

AS400

Web-based programs

Job description

Overview

Day & Ross will soon have opportunities for Administrative Coordinators. If you’re organized, detail-oriented, and thrive in a fast-paced environment, we’d love to connect with you! The Administrative Coordinator supports the business by coordinating the full range of administrative processes at the terminal to ensure the timely and accurate delivery of freight to the end customer. You will be a positive representative of our organization by demonstrating professionalism and appropriate urgency. You will work closely with various internal and external contacts to effectively respond to customer inquiries and requests.

Responsibilities

• Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner. Establish and maintain files and records.
• Answer phone calls and email inquiries and relay calls and messages to appropriate managers and employees; attend meetings, take notes, and follow up on decisions within area of responsibility
• Order office supplies and maintain inventory for the terminal
• Welcome clients; ascertain nature of business and direct clients to appropriate managers and employees
• Redirect documents intra- and inter-terminal as well as to customers as needed
• Manifest and arrange appointments via fax, email, and telephone. Call customers regarding appointment changes, status, rescheduling, and issues regarding appointment. Schedule driver appointments. Update system with appointment information.
• Prepare manifests for trucks crossing from Canada to US border and vice versa
• Verify the weight for all LTL loads, load trailers, ensuring that the number of boxes/shipments, weight and dangerous goods information is correct and complete
• Input pick up BOL’s and update POD’s. Upload and edit EDI files. Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are present
• Track and update system information on shipments for agent delivery.
• Assist drivers with preliminary paperwork information such as bill of lading, trip envelopes and border crossing procedures
• Broker payroll processing including the inputting of City Drivers payroll in the terminal; confirmation of information provided by brokers and data entry for the terminal; providing brokers with invoice copies; and fielding inquiries as to payroll discrepancies.
• Reporting: POD reports – following up on PODs; make sure PODs are imaged. Missed appointment report following up with customers if freight not delivering.
• Mentor and train office staff in procedures and in use of current software
• Dispatch some night runs/shifts
• Other related duties as may be required

Skills and Qualifications

• Minimum of secondary education, with preference for post-secondary education (general stream), or a combination of education and experience.
• Previous Transportation or operational experience is preferred; various roles within transportation would be beneficial.
• Communication skills - advanced
• Computer skills – accuracy, MS products, AS400, web based programs
• Demonstrated customer relationship skills
• Strong conflict resolution skills
• Able to work to deadlines in a high transactional environment
• Ability to champion business needs in a collaborative manner to colleagues
• Results focused

How to Apply

To apply, visit our Careers page at dayross.com.

If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview.

About Day & Ross

From a single truckload of potatoes in the 1950s to a fleet of thousands, Day & Ross has grown to become one of the largest transportation and logistics providers in North America. With over 7,500 team members on and off the road in the US and Canada, we offer a diversified portfolio of freight and delivery solutions, including LTL, Truckload, Residential, Dedicated Fleet Solutions, and Logistics. We believe our people are our greatest strength. For over a decade, we’ve been recognized as one of Canada’s Best Managed Companies. We’ve also been named a Top Company for Women to Work for in Transportation since 2018. Our recognition reflects the family values we share with our parent company, McCain Foods Limited.

As a federally regulated employer, Day & Ross fully supports the principles of employment equity and encourages all qualified members of the designated groups to apply. Day & Ross is committed to ensuring equal access and participation for people with disabilities and meeting their needs in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under Accessible Canada Regulations and in alignment with our business practices, capabilities, and values.