Administrative Assistant

The Administrative Assistant is responsible for supporting office operations by performing a wide range of administrative and clerical tasks. This role ensures efficient communication, accurate documentation, and compliance with company and regulatory requirements. The Administrative Assistant works closely with leadership, drivers, and internal departments to maintain smooth daily operations and uphold a high standard of professionalism, organization, and confidentiality.

Summary of Essential Job Functions

Office Administration & Support

• Provide day-to-day administrative support to office staff and management.
• Maintain organized filing systems (physical and digital).
• Order office supplies and research vendor options for cost-effective purchasing.
• Answer and direct phone calls, emails, and in-person inquiries professionally.

Compliance & HR Support

• Collect and manage documentation related to safety, HR, and regulatory requirements.
• Process DOT physicals, drug/alcohol testing requests, and other compliance forms.
• Assist with onboarding tasks including scheduling training and setting up employee access.
• Update Safety, OSHA, and Policy records in relevant systems (e.g., TMW).

Logistics & Scheduling

• Coordinate travel arrangements for employees, including flights, hotels, and rentals.
• Support dispatch, terminal, and regional managers with operational needs.
• Assist with scheduling and tracking of safety and compliance training.

Cross-Functional Collaboration

• Partner with the Training Department and other admin staff to ensure consistency in documentation and processes.
• Cross-train with operational teams to provide support during peak workloads or staff absences.
• Help ensure alignment with Federal Motor Carrier Safety Regulations (FMCSR), including Hours of Service compliance.

Core Competencies

Organizational Skills

• Manages multiple priorities and deadlines with accuracy and efficiency.

Communication

• Communicates clearly and professionally with internal and external contacts.

Confidentiality

• Handles sensitive employee, safety, and regulatory information with discretion.

Team Collaboration

• Works effectively with peers, leadership, and support staff across departments.

Problem Solving & Initiative

• Takes proactive steps to identify and resolve administrative issues independently.

Attention to Detail

• Ensures accuracy in forms, records, compliance entries, and written communication.

Required Skills and Qualifications

• High School Diploma or GED required; Associate’s Degree preferred.
• Familiarity with DOT, FMCSA, and safety regulations is a plus.
• Experience in safety or transportation administrative roles preferred.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Intermediate proficiency in Microsoft Office Suite, especially Excel (pivot tables, graphs, data analysis).
• Ability to maintain confidentiality and manage sensitive information.
• Professional demeanor with strong interpersonal and problem-solving abilities.

Abilities Required

• Must be able to sit for extended periods and use a computer keyboard frequently.
• Occasional standing, walking, reaching, bending, or kneeling.
• Ability to lift up to 25 lbs occasionally.
• Periodic travel may be required.
• Must be able to maintain focus and accuracy in a fast-paced, deadline-driven environment.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.