Terminal Logistics / Office Administrative Assistant - Canal Barge Company

Canal Barge Company / Canal Terminal Company

JOB DESCRIPTION

Terminal Logistics / Office Administrative Assistant

I. BASIC FUNCTION

Provides customer service and administrative support for Canal Terminal Company, specifically supporting the Customer Service Staff and Terminal Operations Manager. Integrated within the business unit, the Administrative Assistant also adheres to and supports Canal Barge Company’s business philosophy and mission statement while striving for continuous improvement of personal and professional performance.

II. RESPONSIBILITIES

Customer Service:

1. Review emails to Customer Service group and ensure responses are made to customer requests within 24 hours. 

2. Enter customer ancillary charges to fulfill customer billing  requirements.

3. Assist Customer Service Staff with daily processing of orders to create a positive customer experience.

4. Interact directly with customers via phone and email, when needed.  Ensure all communications are professional and reflect our customer service philosophy. 

5. Ensure timely and accurate reporting of asphalt movements by processing asphalt truck paperwork Terminal Management System (TMS).

6. Backup for all daily functions of the Customer Service staff to ensure consistent, high level of customer service. 

Administrative:

1. Reconcile asphalt activity on customer Guardian reports to TMS transaction data at least weekly and at end-of-month to ensure accuracy of data entry.

2. Weekly review of TMS Customer Portal.  Identify large variances, review data entered, and make corrections as needed to contribute to a smooth end-of-month closing.  

3. Create file folders for all rail shipments and receipts, within designated timelines and prior to day of activity to ensure smooth processing of orders. 

4. Enter incoming customer orders for all truck movements through OrderTrack to ensure efficient processing of orders by Operations.

5. Maintain accurate and timely records of product movements, rail car information, etc.; Enter data into the Terminal Management System (TMS) and other relevant systems

6. Assist with Packaging order processing by generating BOLs and printing labels, when needed. 

7. Cross training with Lab Office Coordinator to ensure adequate coverage for essential functions. 

8. Create and update Standard Operating Procedures for job functions of this position to support individuals cross-training on these functions.

9. Assist Inventory Team, as needed, with investigations of discrepancies in inventory.

10. Assist managers with end of month credit card reconciliation to ensure proper documentation is present for all charges.

11. Provide general office support and assist in special projects as needed.

Operations Support:

1. Maintain appropriate levels of supplies for Operators including Boot Truck scheduling

2. Manage Cintas uniform account and activity

3. Timely invoice processing using OnBase system to ensure proper billing/payment of vendors. 

4, Maintain department calendars including scheduling Ops & Safety meetings and keeping logs of such meetings

5. Maintain records for all operator training and schedule new hire training

Other:

1. Perform other duties as required and directed by the Director of Terminal Services or Terminal Operations Manager.

2. Carry out the Business Philosophy, Code of Conduct, and Mission of Canal Barge Company, Inc.

III. TRAITS & ATTRIBUTES

1. Strong written and verbal communication skills

2. Detail orientated with exceptional organizational skills

3. Must be able to multi-task, prioritize, and manage multiple deadlines

4. Must have strong customer service skills

5. Detail oriented and committed to accuracy

6. Flexible and embraces change

7. Curious and a problem solver

8. Reliable and meets deadlines

9. Promotes process improvement and streamlining

IV. ORGANIZATIONAL RELATIONSHIP

The Terminal Customer Service / Administrative Assistant reports to the Director of Terminal Services and works closely with the Terminal Operations Manager and the Customer Service Team.

V. EXPERIENCE/EDUCATION

1.Minimum High School Diploma or equivalent. College degree preferred but not required.

2.Minimum three years of experience, preferably in logistics, customer service, or inventory control position in a bulk liquid terminal

3. Strong math skills, and understanding of basic accounting principles as it relates to inventory receipts and shipments

4. Computer proficiency including Microsoft office – Word, Excel, PowerPoint, Teams, etc.

5. Must possess or be able to obtain Transportation Worker Identification Credential (TWIC)

VI. PHYSICAL REQUIREMENTS

Work is performed in an office environment requiring the ability to operate standard office equipment such as telephones and computer keyboards. Must have the ability to lift and carry small parcels and packages (up to 40 pounds), walk short distances, stoop, kneel, bend and crouch.

VII. OUTCOMES

Living up to these attributes and fulfilling these roles will create a sense of confident execution and business partnership characterized by consistently high quality and reliable outcomes. The goal is to be a trusted partner who executes his/her responsibilities diligently and reliably, consistent with CBC’s culture and identity, thereby allowing the Director of Terminal Services and other managers to focus and spend increased time on their highest priorities and responsibilities

Canal Barge Company, Inc. and its subsidiaries are Equal Opportunity Employers - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.