Administrative Coordinator

McCain Foods; San Juan de Terranova; On-site; CAD 42,000 - 56,000; Full time

Job summary

Day & Ross, a leading North American transportation and logistics provider, is seeking an Administrative Coordinator at our terminal. You will coordinate administrative functions, respond to customer inquiries, and maintain records to ensure accurate freight delivery.

You will support managers, handle communications, and assist with manifests, payroll checks, and shipment data updating. This role requires professionalism and collaborative teamwork at a busy terminal.

Qualifications

• Minimum of secondary education; post-secondary education preferred.
• Experience in Transportation or operations is preferred.
• Proficient computer skills: MS Office, AS400, and web-based programs.

Responsibilities

• Coordinate administrative processes to ensure timely delivery of freight.
• Answer phone calls and emails and relay messages to managers and staff.
• Order office supplies and maintain inventory for the terminal.
• Welcome clients and direct them to appropriate managers.
• Prepare and route manifests for border crossing shipments.
• Input and track shipment data, and support driver paperwork.

Skills

Customer relationship skills

Deadline-driven

Results oriented

Collaborative mindset

Education

Secondary education

Post-secondary education preferred

Tools

AS400

MS Office

Web-based programs

Job description

7am - 3:30pm

The Administrative Coordinator supports the business by coordinating the full range of administrative processes at the terminal in order 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 and efficiently respond to customer inquiries and requests.

How You’ll Help:

• 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 enquiries 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 change, 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 a bill of lading, trip envelops 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

Your Skills and Experience:

• Minimum of secondary education, with preference of 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.
• Computer skills – accuracy, MS products, AS400, web based programs
• Demonstrated customer relationship skills
• Able to work deadlines in high transactional environment
• Ability to champion business needs in a collaborative manner to colleagues
• Results focused

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.

Job Info

• Job Identification 22722
• Job Category Administrative Services
• Job Schedule Full time
• Locations 79 Glencoe Drive, St. John's, NL, A1B 3N4, CA