What are the responsibilities and job description for the Office Administrator position at Reliable Transportation Management Inc?
Position Overview
RTM Inc. is seeking an organized, detail-oriented, and proactive Office Administrator to join our growing trucking and logistics company. This central role handles crucial administrative, accounting, driver management, and regulatory compliance duties essential for keeping our daily transportation operations running smoothly and efficiently.
Key Responsibilities1. Bookkeeping & Accounting
- QuickBooks Management: Maintain accurate records, handle general bookkeeping, and process daily financial entries in QuickBooks.
- Driver & Dispatch Payroll: Calculate, review, and process weekly drivers' pay and dispatchers' pay in a timely and accurate manner.
- Billing & Payments: Manage billing accounts, process standard customer payments, and track receivables.
- Billing Disputes: Investigate and resolve billing disputes and invoice discrepancies with clients professionally.
- Factoring Communications: Coordinate directly with factoring companies regarding invoice submissions, approvals, and fund reconciliations.
2. Fleet Operations & Compliance Tracking
- Lease Account Management: Track and manage equipment leasing accounts, including contract reviews and lease payments.
- Insurance Account Administration: Maintain up-to-date insurance accounts and files for the entire fleet, assisting with renewals and claims.
- IFTA & Permits: Monitor and oversee state permit and International Fuel Tax Agreement (IFTA) accounts to ensure operational compliance.
- EZ Pass & Tolls: Monitor EZ Pass account balances regularly and manage timely account replenishment to avoid disruptions.
3. HR, Driver Relations & Onboarding
- Driver Communications: Serve as a reliable administrative point of contact for drivers, providing day-to-day communication and support.
- Driver Orientation: Assist with human resources responsibilities, including managing and conducting professional administrative orientation and onboarding for new drivers.
- Mail Processing: Check and manage incoming physical and virtual mail daily, ensuring urgent correspondence is routed correctly.
4. Executive & General Office Support
- Management Assistance: Provide comprehensive administrative and clerical support to higher management and company leaders.
- General Administrative Duties: Undertake other various administrative projects, office maintenance, and clerical tasks as requested.
Key Qualifications
- Experience: Proven experience in accounting, bookkeeping, or office administration, ideally within the trucking, logistics, or transportation industry.
- Software Skills: Proficiency with QuickBooks and standard Google Workspace / Microsoft Office applications is required.
- Compliance Knowledge: Basic familiarity with IFTA accounts, truck leasing, fleet insurance, and EZ Pass balance management is a strong plus.
- Core Skills: Excellent interpersonal and communication skills, strong dispute resolution abilities, high organization, and meticulous attention to detail.
How to Apply
Interested applicants should submit their resume and a brief cover letter directly to Mikhail Kagramanov at mikhail@rtminc.us. Please specify "Office Administrator Application" in the subject line.
Pay: $1,000.00 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $1,000