Administrative Assistant

Hedy Holmes Staffing Services; Oakland (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

Hedy Holmes Staffing Services is seeking an Administrative Assistant to support overnight transportation and office operations. The role combines dispatch, customer service, order processing, invoicing, and basic accounting functions.

The position is ideal for someone who works independently in a fast-paced environment and is committed to the night shift.

Qualifications

• Previous experience in dispatch, transportation, logistics, or office administration.
• Experience with invoicing, Accounts Payable, and Accounts Receivable.
• Strong computer skills, including proficiency with Microsoft Excel.
• Must be committed to working overnight/night-shift hours.

Responsibilities

• Dispatch and communicate with drivers throughout the night.
• Plan, coordinate, and adjust delivery routes based on operational needs.
• Monitor deliveries and communicate updates with drivers and internal teams.
• Process customer orders and accurately enter information into company systems.
• Prepare and process customer invoices.
• Assist with Accounts Payable (AP) and Accounts Receivable (AR) functions.
• Answer incoming phone calls and provide professional customer service.
• Respond to customer inquiries and provide updates regarding orders and deliveries.
• Coordinate with warehouse and transportation teams to support timely deliveries.
• Maintain accurate records, reports, and operational documentation.
• Identify and communicate delivery, routing, or operational issues as they arise.
• Perform general office, clerical, and administrative duties as assigned.

Skills

Dispatch

Transportation

Logistics

Office administration

Microsoft Excel

Organization

Communication

Customer service

Tools

Microsoft Excel

Job description

Schedule: Monday–Friday | 5:00 PM–3:30 AM

(Night Shift Only)

Position Summary

We are seeking a dependable and highly organized Administrative Assistant to support overnight transportation and office operations. This role combines administrative responsibilities with dispatch, customer service, order processing, invoicing, and basic accounting functions.

This position is ideal for someone who enjoys working independently, thrives in a fast-paced environment, and is committed to working the night shift.

Duties and Responsibilities

• Dispatch and communicate with drivers throughout the night.
• Plan, coordinate, and adjust delivery routes based on operational needs.
• Monitor deliveries and communicate updates with drivers and internal teams.
• Process customer orders and accurately enter information into company systems.
• Prepare and process customer invoices.
• Assist with Accounts Payable (AP) and Accounts Receivable (AR) functions.
• Answer incoming phone calls and provide professional customer service.
• Respond to customer inquiries and provide updates regarding orders and deliveries.
• Coordinate with warehouse and transportation teams to support timely deliveries.
• Maintain accurate records, reports, and operational documentation.
• Identify and communicate delivery, routing, or operational issues as they arise.
• Perform general office, clerical, and administrative duties as assigned.

Qualifications

• Previous experience in dispatch, transportation, logistics, or office administration preferred.
• Experience with invoicing, Accounts Payable, and Accounts Receivable.
• Strong computer skills, including proficiency with Microsoft Excel.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Professional customer service and phone skills.
• Ability to prioritize tasks and make decisions in a fast-paced environment.
• Comfortable communicating with drivers, customers, warehouse personnel, and management.
• Ability to work effectively with limited supervision.
• Reliable, punctual, and dependable.
• Must be committed to working overnight/night-shift hours.