Administrative Assistant

Area of Responsibility / Area de Responsabilidad:

• Administrative Assistant
  
  
  

General / Generalidades:

2.1 Location / Locación: Brownsville Texas, USA

2.2 Superior / jefe Inmediato: Business Development // Desarrollo de Negocios

2.3 Positions in charge / Puestos a cargo: N/A

2.4 Temporary Replacement/Reemplazo temporal: N/A

Main Objectives / Objetivos principales:

• Provide administrative support to the Human Resources and Safety departments.
• Maintain accurate and organized employee and driver records.
• Assist in onboarding and compliance documentation.
• Help improve workplace organization and internal communication.
• Support safety-related tasks and compliance tracking.
• Ensure smooth day-to-day administrative operations.
  
  
  

Main Challenges / Retos Principales:

• Keeping HR and safety records current, accurate, and audit-ready.
• Coordinating communication between departments, drivers, and external agencies.
• Managing multiple administrative tasks with attention to confidentiality and detail.
• Supporting DOT and FMCSA compliance under the direction of the Safety Manager.
• Assisting in the organization of internal safety and HR processes and documentation.
  
  
  

Important External Contacts / Contactos externos importantes:

• Job Applicants
• Texas Workforce Commission
• Drug and Alcohol Agencies
• Insurance Providers
• Government/Compliance Agencies (FMCSA, DOT, etc.)
  
  
  

Duties / Responsabilidades:

• Assist with new hire onboarding, including application processing, background checks, I-9 verification, and orientation scheduling.
• Maintain employee and driver files (digital and paper) with up-to-date records.
• Support the scheduling and tracking of training sessions for safety, HR, and compliance topics.
• Monitor expiration dates of CDLs, Medical Cards, and other required certifications; notify drivers and managers.
• Track and file results for drug and alcohol testing, random selections, and compliance documentation.
• Prepare, update, and distribute permit books, insurance documents, and driver handbooks.
• Support the Safety Manager in compiling reports, incident documentation, and audit prep.
• Organize and maintain office supplies, training materials, and safety documents.
• Coordinate communication between departments, especially HR, Safety, Dispatch, and Operations.
• Assist in maintaining internal checklists and trackers (e.g., driver compliance logs, DVIR follow-ups).
• Draft and format internal communications, policies, and meeting notes.
• Maintain confidentiality of all sensitive HR and safety-related information.
• Provide general administrative support: filing, scanning, calendar coordination, and document preparation.
  
  
  

Authority / Autoridad:

• Authorized to access, manage, and maintain confidential employee and safety documentation.
• May communicate with external vendors and agencies on behalf of HR and Safety under supervision.
  
  
  

Competence profile / Perfil de Competencia:

8.1 Education / Educación: High School diploma or GED equivalent.

8.2 Language / Idioma: English/Spanish preferred

8.3 Training / Formación:

• Basic understanding of DOT and FMCSA regulations (preferred)
• Familiarity with Human Resources procedures and file management
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Experience with document handling, data entry, and communication protocols
  
  
  

8.4 Experience / Experiencia:

• 2 years of experience in an administrative support role, preferably within the transportation, logistics, or trucking industry.
  
  
  

8.5 Leadership skills / Habilidades de liderazgo:

• Flexibility and adaptability to change
• Tolerance and respect
• Teamwork
• Ethics and honesty
• Communication skills
• Motivation
• Achievement of results
• Problem-solving ability
  
  
  

The job descriptions will be reviewed once a year by the Area Manager and the Training Supervisor to comply with the company’s quality, environmental, safety, and health management system requirements. In case no modifications are required, no notification to the employee is necessary.

All job descriptions are available on the company’s drive for employee consultation.