Terminal Office Administrator – Rail & Logistics

US Rail & Logistics; Portsmouth (VA); On-site; USD 40,000 - 55,000; Full time

Job summary

United States Rail and Logistics (USRL) in Portsmouth, VA, is seeking a dependable Terminal Office Administrator to support daily operations at our Portsmouth terminal. This role will coordinate and maintain paperwork for inbound and outbound truck traffic, rail terminal operations, shipments, and customers.

The ideal candidate is organized, detail-oriented, and comfortable in an industrial/rail environment, with strong communication to drivers, customers, terminal personnel and management.

Qualifications

• Organized and detail-oriented with strong communication skills.
• Proficient with MS Office (Excel, Word, Outlook).
• Ability to enter and maintain information accurately.

Responsibilities

• Check in and check out inbound and outbound truck drivers.
• Process truck arrival and departure information.
• Maintain accurate records of truck movements, loads, deliveries, and shipments.
• Verify shipping, receiving, delivery, and load documentation.
• Prepare and distribute paperwork for inbound/outbound shipments.
• Coordinate with drivers on loading/unloading instructions and documentation.
• Communicate shipment status to customers, carriers, and terminal staff.
• Monitor truck activity and report operational information to the team.

Skills

Organizational skills

Communication skills

Attention to detail

Multitasking

Professionalism

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Company systems (CRM/ERP)

Job description

TERMINAL OFFICE ADMINISTRATOR

Portsmouth, Virginia Terminal

Company: United States Rail and Logistics (USRL)
Location: Portsmouth, VA
Department: Terminal Operations
Position Type: Full-Time
Reports To: Terminal Manager

POSITION SUMMARY

United States Rail and Logistics (USRL) is seeking a dependable and organized Terminal Office Administrator to support daily operations at our Portsmouth, Virginia terminal.

This position will work primarily from the yard office and will be responsible for coordinating and maintaining the paperwork and administrative functions associated with inbound and outbound truck traffic, rail terminal operations, shipments, and customers.

The ideal candidate is someone who is organized, detail-oriented, comfortable working around an industrial/rail terminal environment, and able to communicate effectively with truck drivers, customers, terminal employees, and management.

This is a hands-on terminal support position where accuracy and communication are critical to keeping the operation moving.

KEY RESPONSIBILITIES

Truck & Terminal Administration

• Check in and check out inbound and outbound truck drivers.
• Process truck arrival and departure information.
• Maintain accurate records of truck movements, loads, deliveries, and shipments.
• Verify shipping, receiving, delivery, and load documentation.
• Prepare and distribute paperwork required for inbound and outbound shipments.
• Coordinate with drivers regarding loading/unloading instructions and documentation.
• Communicate with customers, trucking companies, and terminal personnel regarding shipment status and paperwork.
• Monitor truck activity and communicate operational information to terminal personnel.
• Maintain organized records of daily terminal activity.

Documentation & Data Entry

• Enter daily operational information into company systems and spreadsheets.
• Review paperwork for accuracy, completeness, and required signatures.
• Maintain bills of lading, delivery receipts, shipping documents, tickets, and other terminal records.
• Scan, file, and electronically organize terminal documentation.
• Assist with maintaining accurate inventory and shipment records.
• Prepare daily, weekly, and monthly operational reports as requested.
• Identify missing or incorrect paperwork and follow up with the appropriate personnel.

Office & Operations Support

• Serve as the primary administrative point of contact from the yard office.
• Answer phones, emails, and operational inquiries.
• Assist terminal management with administrative tasks.
• Maintain office supplies and general organization of the yard office.
• Assist with scheduling and coordinating truck activity when necessary.
• Communicate delays, issues, or changes to the appropriate terminal personnel.
• Maintain confidentiality of company and customer information.
• Perform other administrative and operational duties as assigned.

QUALIFICATIONS

Required:

• High school diploma or equivalent.
• Strong organizational and communication skills.
• Basic computer proficiency, including Microsoft Excel, Word, and Outlook.
• Ability to accurately enter and maintain information.
• Strong attention to detail.
• Ability to communicate professionally with drivers, customers, vendors, and employees.
• Ability to work independently and prioritize multiple tasks.
• Reliable attendance and punctuality.
• Ability to work in an active industrial/rail terminal environment.

Preferred:

• Previous experience in transportation, trucking, railroad, logistics, warehousing, manufacturing, or terminal operations.
• Experience with bills of lading, shipping documents, delivery tickets, or freight documentation.
• Previous office administration or operations clerk experience.
• Familiarity with rail terminal operations.

WORK ENVIRONMENT

This position is primarily based in the yard office at an active rail and transloading terminal.

The employee will regularly interact with truck drivers, terminal employees, railroad personnel, customers, and vendors. Occasional movement outside of the office may be required to verify truck activity, paperwork, or operational information.

Because this is an active industrial facility, employees must follow all company safety rules and required personal protective equipment requirements when entering operational areas.

IDEAL CANDIDATE

The ideal candidate is:

• Organized and dependable
• Detail-oriented
• Comfortable working in a fast-paced terminal environment
• Professional when dealing with drivers and customers
• Able to multitask without losing attention to detail
• Comfortable using computers and spreadsheets
• Willing to learn the terminal's operations and paperwork requirements
• A team player who takes ownership of their responsibilities

Railroad, trucking, logistics, dispatch, or terminal experience is a strong advantage, but we are willing to train the right candidate.

WHAT USRL OFFERS

• Competitive compensation based on experience
• Full-time employment
• Hands-on experience in the railroad and logistics industry
• A professional work environment with an established transportation company

United States Rail and Logistics (USRL) is an equal opportunity employer.