Administrative Coordinator
  • Ottawa, Canada
  • 1-877-726-3329
25 Jan 2022
Food and beverages
2-4 Years
Job Description

Working closely with various internal and external contacts to effectively and efficiently respond to customer inquiries and requests. Provides exceptional customer service through each customer interaction and all contact channels:  phone, email, fax, and web. Liaise with clients and third parties to ensure high level of customer service through clear communication.


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
  • 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
  • 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
  • Create manifests, 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
  • Prepare manifests for trucks crossing from Canada to US border and vice versa
  • Assist drivers with preliminary paperwork information such a bill of lading, trip envelops and border crossing procedures
  • Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are present
  • Gather, enter, and update data to maintain software database on daily basis as appropriate, establishs and maintain files and records
  • Ensure that correct information about missed pickups and deliveries is rescheduled
  • Record and prepare minutes of meeting
  • Mentor and train office staff in procedures and in use of current software
  • Assist with data entry
  • Dispatch some night runs/shifts
  • Other related duties as may be required


Your Skills & 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
  • Communication skills - advanced
  • Computer skills – accuracy, MS products, AS400, web based programs
  • Demonstrated customer relationship skills
  • Strong conflict resolution skills
  • Able to work deadlines in high transactional environment
  • Ability to champion business needs in a collaborative manner to colleagues
  • Results focused


Working Environment

  • Normally Monday to Friday, afternoon shift but may be required outside of these hours
  • Office environment with computer work and handling of documentation
  • Extended period sitting in a work station working on a computer and on a phone



Please note that the successful candidate will be subject to reference and criminal background checks prior to employment.


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