Office Coordinator

JOB DESCRIPTION SUMMARY

The basic function of the Office Coordinator for Tri Star Freight System, Inc. (“TSFS”) is to ensure the smooth and efficient operation of the assigned office. The Office Coordinator completes and oversees a variety of clerical and administrative duties and performs data entry, recordkeeping and communication activities required to keep an office functioning as directed by the Terminal Director. They act as the main contact between the remote site and Houston when it comes to miscellaneous documents needed at the corporate office.

REPORTING RELATIONSHIPS

The Office Coordinator reports directly to and is fully accountable to the Director of Terminal Operations, hereafter referred to as Manager.

QUALIFICATIONS / REQUIREMENTS 

To perform this job successfully, an individual must be able to perform each essential function and essential duty listed below satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• Requires a High School Diploma or equivalent.
• At least (1-3) years’ experience in a clerical or administrative role.

At least 3 years’ experience with MS Office applications; Excel, Outlook, PowerPoint, and Word.

(Experience must include computer skills, word processing and spreadsheet knowledge)

• Prior experience in transportation is a plus.
• Strong written and verbal communication skills (encompasses documentation, communication with your peers, managers, and customers).
• Excellent Phone etiquette and hypersensitive on following up on emails.

Required Skills / Abilities:

• Must be able to effectively communicate, in English, both verbally and in writing.
• Excellent interpersonal, teamwork and customer service skills.
• Strong knowledge of office procedures and basic accounting processes.
• Must have excellent time management skills.
• Must have excellent organizational skills.
• Must be highly detail oriented.
• Ability to work independently or in a team setting.
• Must be deadline driven.
• Strong service orientation.
• Capable of acting with a sense of urgency on a daily basis.
• Possess strong problem-solving skills. Must be proficient in MS Office applications (Excel, Outlook and Word)
• Must be available and willing to work Monday through Friday, 8am to 5pm.
• Must be highly reliable.
• Must be highly dependable as attendance, being on time as well as being at work as expected is very important.

ESSENTIAL FUNCTIONS

• Follows and complies with all TSFS policies, procedures, guidelines, rules, and regulations.
• Follow TSFS Customer Service Standards for Excellence. Each employee has the responsibility of representing the company to its customers in a way that reflects the image and reputation of a world-class customer service organization.       
• As directed, in an accurate and in a timely manner, complete all work assignments and make the most effective use of their time and talent.
• Complete and oversee a variety of clerical and administrative duties such as data entry, recordkeeping, and communication activities.
• Utilize the company communication systems, (telephone, Fax, email, and the delivery of all messages/information), utilize the company and department policies, and procedures, and meet specific objectives.
• Perform office tasks as needed by the Terminal Director.
• Successfully completes training and cross-training with other department personnel.
• Ensures that documented standards for routine office and safety procedures and/or systems are being followed.
• Meet all requirements needed to perform the essential functions, duties, and responsibilities of the position, to include physical requirements.
• Must have the skills and knowledge to keep all lines of communication open within the office.  Ability to work with team members that have exact time deadlines and require end-of-the-month results under a heavy workload.  Must possess knowledge of various filing systems.
• Be able to perform all essential functions, duties, and responsibilities of the position.

ESSENTIAL DUTIES AND TASKS

• Implementation of customer / staff request.
• Greeting customers / clients with a pleasant & professional demeanor.
• Pick-up, open, date stamp, and distribution of corporate mail.
• Maintains the front reception area with a presentable appearance.
• Answers multi-line telephone system and distribute calls.
• Monitors office supplies inventory and order as needed. This includes paper, postage, and cleaning.
• Promotes efficient operations in the office.
• Assists with inventory management for Import and Export Departments.
• Responsible for all Postal, Fed Ex and UPS shipments (incoming and outgoing).
• Assists with physically receiving merchandise.
• Prints all Import Cards that are derived from the I-Files that Houston Import sends.
• Prints all Export Cards that are derived from the Ex-Files that Houston Export sends.
• Organizes all cards for the Office Dispatch Team.
• Matches all flimsies to hard cards in the site and organizes them at the site.
• Prints all stuffing reports for the remote site that are sent from Houston.
• Identifies the difference between Pasha Freight, MAPS, and Tri Star Freight.
• Ensures Houston Export receives unload sheets which are put into the tablet by the local Warehouse Team.
• Ensures Houston has a yard report on a daily basis.
• Ensures the Houston Import/Export Team receives a Bi-Weekly Import Inventory update and a Weekly Export inventory update on a consistent basis.
• Stamps all Please Bills to give it a number before scanning and sending the information to Houston.
• Scans the Please Bills to the Houston Billing Department.
• Attaches all interchanges, work orders, and proof of delivery for Intermodal Bills.
• Provides support to other divisions as needed.
• File, weekly, all paid vendor invoices.
• File, weekly, all Job information.
• Maintain updated contractor names and addresses.
• Cross train in other office functions.
• Required to participate in a regular and formal employee performance evaluation on a set periodic basis (at least once per year).
• Must read, understand, and sign that their personal Job Description or Duties List is understood and can be performed properly.
• Must read and comply with all company policies, procedures, regulations, and good housekeeping habits.
• Performs any task in Clerical, Data Entry, and Customer Service processing, and makes appropriate copies of any of the above.
• Attends departmental meetings as required and as instructed by the Site Director.
• Maintains cooperative and positive working relationships with customers, coworkers, peers, vendors, and the business community.
• Undertake any other duties as assigned by Management.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The employee is frequently required to sit for long periods of time, stand, walk, climb, bend, squat, twist, pinch, reach overhead, grasping, turning the head and torso, flexing the arms, legs, balance, wrists, use fingers, feel, talk, hear, and exercise eye-hand coordination and eye-hand-foot coordination.
• Lifting and/or moving up to 25lbs.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.

• This position will be working indoors in a climate-controlled, smoke-free office environment.
• The noise level in the work environment is usually moderate.

BENEFITS:

• Medical insurance (Company contributes towards cost of premiums)
• Dental and Vision Plans
• Short Term Disability, Cancer, Accident, Hospitalization, Critical Illness, etc. offered
• 100% Company Paid Long Term Disability
• 100% Company Paid Basic Term Life, $25K policy with matching AD&D $25K policy
• 100% Company Paid Profit Sharing – fully vested on Year 7
• Ten (10) Personal Days off after one year of continuous service
• 8.0 hours of Preventative Health Leave per year – available after one year of continuous service
• Paid holidays
• Paid day off on birthday

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $17 - $20